Administrator

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Position Summary
Reporting to the Associate Director, Clinical Student Affairs, the Administrator provides administrative support to residency and fellowship programs within Postgraduate Medical Education (PGME). The position is responsible for ensuring business continuity by maintaining high-quality administrative operations while and supporting sustainable operational practices.
Working collaboratively with Program Directors and Assistant Program Directors, Student Affairs Managers, administrative staff, Residents and Fellows, faculty members, PGME committees, PGME education, Admissions, Record, other administrative teams and institutional partners. The incumbent independently supports complex administrative activities and provides information on PGME policies, accreditation requirements, Faculty standards, and institutional procedures.
Primary Responsibilities
Operational Coverage and Business Continuity
Provides temporary administrative coverage to residency and fellowship programs, Recruitment and onboarding periods, transitions, staffing vacancies, periods of increased workload, Accreditation preparation or other operational needs.
Assumes responsibility for day-to-day program administration.
Ensures uninterrupted service to: Program Directors and Assistant Program Directors RPC, CC, CaRMS, Master Schedule, Accreditation, Academic Sessions, Residents.
Operational Assessment and Standardization
Reviews administrative operations within assigned programs to identify opportunities for improvement within area of responsibility.
Evaluates: Workflows, Administrative practices, Documentation, Filing systems, Communication practices, Tracking tools, Scheduling processes, Implements standardized PGME procedures and best practices.
Prepares or updates: Standard Operating Procedures (SOPs), Administrative manuals, Checklists, Templates, Shared documentation, Ensures consistency across all residency programs. Leaves programs in a sustainable operational state prior to transition.
Administrative
Acts as a resource person for PGME administrative processes.
Monitors outstanding administrative items and follows up with residents, fellows, faculty or program staff as required.
Organizes and prioritizes work across multiple programs according to established deadlines and priorities.
Maintains program calendars, schedules, trackers, shared files and administrative documentation.
Provides information regarding: Resident lifecycle administration, Admissions, Leaves, Academic sessions, Competency Based Medical Education (CBME), ONE45, Accreditation standards
Identifies operational risks and escalates issues appropriately. Supports implementation of new institutional initiatives.
Supports Competence Committee(CC) and Residency Program Committee (RPC) administrative activities, including preparation of materials, meeting coordination, documentation and follow-up.
Maintains confidentiality and handles resident, fellow and program information in accordance with University policies and established procedures.
Onboarding and Training
Applies established PGME SOPs, templates, checklists and administrative procedures across assigned programs.
Supports the onboarding of new Administrative Student Affairs Coordinators by sharing established processes, documentation and practical information related to assigned program activities.
Provides: Hands-on training, Workflow coaching, Documentation review, Process orientation, Shadowing opportunities, Assists managers in transition planning. Promotes adoption of standardized practices.
Continuous Improvement and Projects
Supports projects including: Administrative standardization, Accreditation readiness, Technology implementation, Business process redesign, Documentation modernization, Centralization initiatives. Collaborates with managers to improve service delivery.
Recommends administrative solutions.
Reviews program documentation and administrative practices as part of routine work and identifies opportunities to improve organization, consistency or efficiency.
Assists with the development or updating of administrative documentation, including checklists, templates, process guides and program-specific reference materials
Quality Assurance
Reviews administrative files for completeness and accuracy.
Ensures compliance with: Royal College requirements, McGill University policies, Accreditation standards. Identifies gaps and implements corrective actions.
Communicates recurring administrative issues and recommends practical solutions
Exercises considerable judgment in prioritizing work across multiple programs.
Other Qualifying Skills and/or Abilities
Minimum of 3-5 years of relevant administrative experience. Strong ability to manage multiple priorities, stakeholders, and deadlines in a fast-paced environment. Experience coordinating complex administrative operations, schedules, meetings, and committee activities. Knowledge of postgraduate medical education or accreditation standards is an asset. Demonstrated ability to adapt quickly to workflows, systems, and operational environments. Demonstrated ability to learn and apply policies, procedures, guidelines, and established processes. Demonstrated ability to assess administrative workflows, identify gaps or inconsistencies, and implement practical improvements using established processes. Excellent organizational, problem-solving, and project coordination skills. Strong communication and interpersonal skills with the ability to collaborate effectively across diverse groups. Demonstrated attention to detail, sound judgment, and ability to handle confidential information. Experience with onboarding, knowledge transfer, coaching, or mentoring administrative staff is an asset. Proficiency in Microsoft Office Suite and administrative databases/systems. Adaptable, customer-service oriented, and committed to continuous improvement and operational excellence.
As one of Montreal's Top Employers, here is what we offer:
Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holid