Department of Family Medicine

Rady Faculty of Health Sciences

Position number: 37824

Date posted: May 15, 2026

Job details

Education Manager - Level 6 (EMAPS)

Continuing Full-Time

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$36.28 to $50.79 per hour ($66,029.60 to $92,437.80 per annum)

Expected Start Date

July 13, 2026

Trial/Probation period:

1820 hours worked

For more information please contact: Christian Becker - Christian.Becker@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Undergraduate degree in a related discipline.

EXPERIENCE:

• Three years recent, related administrative or project management experience.
• Previous supervisory experience required.
• Experience with educational program administration including applications and admissions is preferred.
• An equivalent combination of education and experience, as recognized by the University of Manitoba, may be considered.

SKILLS AND ABILITIES:

• Demonstrated proficiency, at an advanced level, in the use of Windows and Microsoft Office applications including: Word, Excel, PowerPoint, Outlook, and Web Browser is required.
• Ability to set up and maintain spreadsheets and databases and create reports utilizing and manipulating the data is required.
• Ability to plan and create data bases, run queries, forms, reports is required.
• Knowledge of basic accounting principles and the ability to develop and monitor budgets is required.
• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines are required.
• Ability to remain collected and calm in the face of stress and adversity is required.
• Excellent verbal and written communication skills, with the ability to provide advice and develop and present informational materials is required.
• Ability to observe, document, and analyze the effectiveness/success of a program and provide sound recommendations for improvement is required.
• Ability to make sound independent judgments and utilize problem solving abilities is required.
• Ability to initiate, establish, and maintain effective working relationships with various levels of internal and external contacts and stakeholder groups is required.
• Attention to detail and accuracy of same is required.
• Ability to work both independently and as a member of a team is required.
• Ability to participate in the development and interpretation of department policies and procedures is required.
• Ability to communicate with all levels of staff, students, faculty members, government and the public, with tact, diplomacy and professionalism at all times is required.
• Must be physically capable of performing duties related to the role as required.
• Must be able to work evenings and weekends as required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS THAT MAY BE PREFERRED:

• Experience working/leading the administration of educational programs.
• Experience working in a healthcare or health education environment.
• Experience working with University enterprise systems (FAST, VIP, Concur, EPIC).
• Knowledge of University regulations, programs and procedures.

Key responsibilities

ADMINISTRATION OF THE INTERNATIONAL MEDICAL GRADUATE (IMG) PROGRAM:

• Responsible for managing all the IMG training programs (MLPIMG, PRA MB-FP, Orientation & Mentorship and Clinical Enhancement.
• Supervises all the aspects of application intake, interview process, admissions, registration, training advancement, appeals, licensure application/renewal process and completion of training for all the trainees accepted into all IMG programs and responsible for the organization of graduation ceremony, teaching awards, etc.
• Sets-up, coordinates and distributes information to IMG candidates regarding credentials, policies, procedures, etc.; communicates with the various agencies including the College of Physicians & Surgeons of Manitoba, Immigration Canada, etc., for the purpose of interpreting information and policy and collecting up-dates and revisions for current IMG candidates.
• Participates in the development of IMG Program policies, procedures and regulations, recommends new policies/procedures when required and refers to Business Manager and/or Program Director. Interprets policy for the Director of the IMG program, preparing possible responses for his/her approval.
• Responds to potential/existing faculty/professional development participants as to the availability of program services (in writing, via e-mail or verbally).
• Prepares a variety of letters and forms (contract letters, letters of offer, Form 8s, President #1s, supplemental appointment forms, nil/cross-appointments, payroll forms and timesheets) for faculty, academic and support staff.
• Attends and arranges various departmental, faculty, and external committee meetings and special events; takes, transcribes and distributes minutes; prepares and distributes material, notices, agendas, etc; and follows-up on action items within established time frame.
• Develops and implements departmental systems and operating procedures. Ensure that all administrative aspects of the Program are carried out efficiently, by creating, reviewing and streamlining office procedures.
• Ensures the appropriate preparation and processing of forms related to the graduate student program; assists students with respect to admission/registration/fees and student records.
• Arranges for program materials including preparing registration forms, responding to inquiries, reviewing and accepting applications, preparing and confirming acceptance to sessions and compiling participant lists.
• Remains up-to-date on developments in College, Faculty, University and Government and Regulatory Authorities regulations which may affect the operation of programs.
• Acts as liaison with other University Departments, external institutions and regulatory agencies by establishing working relationships.
• Provides direct advice to program applicants regarding applications requirements, processes, timelines etc,
• Develops informational materials such as brochures, posters, orientation manual and web content related to program offerings.
• Organizes and administers all the aspects of orientation for interviewers, volunteers and applicants.
• Manages the interview process including: recruitment and training of interviewers; appropriate scheduling of interviewers and candidates; assists in developing composite scores and ranking lists for applicants within each applicant pool; maintains wait list of eligible applicants; administers admissions appeals; drafts responses to applicant appeals.
• Is the primary point of contact for the day-to-day activities of the IMG program; receives and responds to queries (in writing, via e-mail or verbally) referring to the Director and/or Business Manager as required.
• Prepares routine correspondence in response to residents’ applications.
• Maintains and updates relevant mailing lists and databases related to applicants, registrants, MMI & panel interviewers.
• Maintains files, records, manuals and libraries, etc.
• Oversees the maintenance and updates for the Program Website (RedDot) and ensures that all relevant policies and procedures, as well as, links to University, Provincial and National policies and procedures are available as required.
• Maintains overall responsibility for the security of paper and electronic documents from applicants in keeping with FIPPA and PHIA standards.

FINANCIAL/PURCHASING MANAGEMENT:

• Coordinates the preparation of departmental budgets and grants; assisting with the budget projections/ estimates; and maintaining related budget records.
• Creates automated data spreadsheets, detailing expenditures against each budget/grant; categorizes each budget/grant according to the type of expenditure and associated project.
• Reconciles the monthly operating reports to budgets and grants; balances automated spreadsheets with the monthly operating report and performs journal entries and budget transfers (on the mainframe system) as required.
• Analyzes data and generates reports for the compilation of annual budgets, projections and/or status reports; ensuring the provision of prompt and accurate reporting, as requested.
• Resolves problems and answers inquiries related to purchasing, billing, delivery, credit quotation/tender from external suppliers, Purchasing, Finance, and Travel Services.
• Orders supplies and equipment for the department; acquires price quotes; monitors inventory and recommends adjustments to stock level; receives and verifies that inventory details are cross-referenced to the purchase orders; stores supplies and ensures that storage area is kept tidy.
• Makes travel arrangements, prepares itineraries and ensures that travel expense forms are completed and processed in collaboration with Finance.
• Stays informed of purchasing/travel policies, practices, and regulations.
• Maintains petty cash float and processes petty cash claims for all faculty, academic, and support staff.

HUMAN RESOURCES MANAGEMENT:

• Provides supervision to support staff (OA 5’s) including: interviewing, hiring, training, motivating, monitoring, assigning and distributing workload, disciplining, and evaluating performance.
• Participates as a member of Selection Committees and makes recommendations for the selection of new hires; coordinates on-boarding of new program staff as required.
• Assesses, approves, and records overtime hours, as required; identifies costs and recommends additional resources as required.
• Enters payroll (staff hours) into university payroll system (VIP) for the unit on a weekly basis; Prints/reviews time authorization and payroll authorizations for accuracy and approval by the Manager; submits corrections as required.
• Participates in the identification and recruitment of assessors and mentors; completes appointment paperwork (ST/PT); approves payments; ensures reappointment as required.
• Monitors office coverage, records absences, monitors vacation schedules, and submits absences to Payroll.
• Chairs monthly support staff meetings.
• Makes recommendations for attendance and performance management to the Business Manager.
• Ensures that any changes to jobs are reflected in job descriptions.
• Resolves conflicts involving support staff, as required.
• Ensures that staff have developed and maintained current procedures manuals for their position.
• Ensures that staff are aware of all relevant University and office policies and procedures, as related to planning and delivery of the IMG program.
• Supports and assists staff as required.
• Promotes a professional and respectful work and learning environment; Facilitates the resolution of conflicts involving staff; refers matters that cannot be resolved to Manager for the involvement of external conflict resolution resources as required.

OTHER DUTIES:

• Coordinates improvements to reporting and administrative procedures as directed.
• Attends programs/professional development workshops and seminars on an ongoing basis.
• Maintains and updates the procedures manual for this position.
• Assists and provides back-up relief for all support staff within the department.
• May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact UM.Accommodation@umanitoba.ca or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.