Program Administrator

**Schedule**
8:00-4:00 Monday-Friday, 35 hours/week

**Education Level**
Bachelor's degree in a relevant field.

**Career Level**
Requires a minimum of 3 years of relevant experience.

**JD/TJD #**

JD00752

**Pay Grade**:
7

**Title**:
Program Administrator

**Unit/Project Description**:
PGME is a multi-faceted office that supports 60 residency programs, over 200 fellowship programs and over 1200 trainees. We are currently searching for a Program Administrator to provide exceptional leadership and guidance while supporting residency administration and their respective programs from the central PGME office.

In addition, they will facilitate the administration of medical learners pursuing residency at McMaster University (from admission through to the completion of their training including issuing certificates).

The successful incumbent will work in tandem with two other Program Administrators. They will guide, support, and educate residency programs and must maintain a high level of accuracy and efficiency related to processes, tracking, and documenting information.

This role will provide administrative support related to leaves of absences, R1 schedule, part time training, extension of training, waivers of training. The successful incumbent will participate in the planning, coordination and facilitation of events and educational materials related to incoming residents to McMaster. This includes the effective planning and coordination of the registration process, orientation day, and orientation tool kit. Duties will extend to responding to enquiries, obtaining work permits (if required), tracking, and generating Letters of Appointment, liaising with the CPSO, programs, the residents' paymaster, and working with MedSIS. This role will be key in the registration process and will follow the residents' journey from the beginning, straight through to completion (with an emphasis on their transition to McMaster.

**Job Summary**:
Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

**Purpose and Key Functions**:

- Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs.
- Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum.
- Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
- Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
- Provide students with information regarding program policies and information about program requirements.
- Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades.
- Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
- Develop estimates of time, resources, and budgets for various program activities and events.
- Develop the program budget for review and approval.
- Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- Develop marketing and advertising brochures for a variety of purposes, functions, and events.
- Promote the program to visitors and representatives both internal and external to the University.
- Represent the program at various recruitment events.
- Create content for the program website. Update information and maintain the website.
- Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
- Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
- Prepare and d