Program & Clinical Exam Coordinator

Requisition Number: 36680

**Job Description**:
Program & Clinical Exam Coordinator - Office Assistant 5(AESES)

Existing Budget-Funded Continuing Full-Time

35.00 hours/week, Monday to Friday, 8:30 a.m. to 4:30 p.m.

Salary Range: $26.16 - $35.78 per hour ($47,611.20 - $65,119.60 per annum)

Proposed Start Date: January 20, 2025

Trial/Probation Period: 840.00 work hours

For all questions relating to this job posting, please contact:
Ceilidh Miller,

Lead Administrator, Office of Continuing Competency & Assessment

A108A Chown Building, Bannatyne Campus

Responsibilities:

- Conducts a needs assessment to assist in the coordination of the assigned program.
- Attends various educational program planning committee meetings, takes, transcribes, and distributes minutes, prepares and distributes materials, notices, and agendas, and follows up on action items within the established time frame.
- Arranges meetings, educational programs, and other events, books space and associated services, and secures the required equipment.
- Arranges for the required advertising.
- Makes travel arrangements for guest speakers, prepares itineraries, and ensures travel expense forms are completed and processed in collaboration with the Financial Assistant, in accordance with established policies and procedures.
- Participates in the development of cost and timeline projections and monitors on an ongoing basis.
- Develops and maintains files, records, manuals, and libraries as needed, and utilizes the CPD Event Learning Management System and Event Management System for tracking, analysis, and the provision of reports.
- Participates in efforts to improve efficiencies in program planning, delivery, and coordination.
- Liaises with corporate sponsors, ensuring that financial contributions and presence during educational programs occur within defined standards.
- Monitors registration and income, and notifies the Managing Director, Program Director, and/or event Chair when a program is at risk of being financially unviable, allowing sufficient cancellation time if required.
- Ensures the security of exam materials before, during, and after the exam, including strict control of secure exam papers and props.
- Assists in the recruitment of examiners, working with the Exam Body to ensure that examiners are properly credentialed (exam dependent).
- Drafts a preliminary exam staff roster for leadership review and approval.
- Recruits exam staff (casual - invigilators; up to 35 depending on the size of the exam), communicates assigned roles, and assists in orientation and training.
- Coordinates with senior exam staff to set up and administer the exam, including specific room layout, secure props, exam papers, and signage.
- Provides the examination body with brief written updates and reports as required.
- Keeps a time log and ensures all senior staff do the same, submitting logs to the exam body post-exam.
- Monitors registration and income and notifies the Managing Director and Director of the Clinician Assessment Program (CAP) when an exam is at risk of being financially unviable, allowing sufficient cancellation time if required.
- Orders supplies and services (e.g., catering, IST, setup, exam supplies, and equipment) using EPIC as required and within university policies and procedures.
- Participates daily in various duties associated with the event accreditation process and reports to the accreditation leads as required, staying informed of accreditation standards as they relate to the area.
- Assists other CCA staff during peak periods and absences.

Qualifications:
MINIMUM FORMAL EDUCATION/TRAINING:

- Successful completion of a recognized secretarial/administrative training program required.

EXPERIENCE:

- Four years recent, related office experience, project management, and/or event planning experience required
- Experience working in a University environment with knowledge of University policies and procedures preferred.
- Experience coordinating educational events/conferences preferred.
- An equivalent combination of education and experience, as recognized by the University of Manitoba, may be considered.

SKILLS AND ABILITIES:

- Ability to set up and maintain spreadsheets and databases and create reports utilizing and manipulating the data required.
- Demonstrated ability to organize, prioritize, and complete complex secretarial/administrative and/or accounting functions required.
- Excellent planning, organizational and project management skills required.
- The ability to develop and monitor event budgets and monitor and follow contractual budget agreements required.
- Must have experience providing administrative support to committee's, working groups, head offices, professionals working remotely.
- Ability to analyze data and prepare reports required.
- Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines required.
- Effective verbal and written communication skills, with the a