Department of Surgery
Rady Faculty of Health Sciences
Position number: 28520
Date posted: June 2, 2026
Office Assistant - OA5 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)
Expected Start Date
July 6, 2026
For more information please contact: Cory Marquart - [email protected]
- Completion of a formal training program in a related discipline from a recognized institute is required.
- A related diploma or further education would be an asset.
- Four years of directly-related experience in administration of a University clinical department position is required.
- Multi-site clinical scheduling experience is an asset.
- An acceptable equivalent combination of education and experience may be considered.
- Knowledge of medical terminology is an asset.
- Knowledge of University and/or WRHA policies and procedures is an asset.
- Excellent oral and written communication skills are required.
- Must be able to demonstrate proficiency in using advanced Microsoft software applications including Word, Outlook, PowerPoint, Excel and Access programs.
- Must have excellent interpersonal skills and must be able to multitask.
- Must be a diplomatic and proactive individual with ability to problem-solve.
- Must be able to complete tasks with accuracy.
- Must be capable of working with a high level of autonomy and minimal supervision.
- Must have ability to set priorities within the scope of responsibility and ensure deadlines are met and projects/tasks are completed in a timely fashion.
- Good judgment and discretion in dealing with confidential matters is required.
- Proven ability in committee responsibility including minute-taking is required.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
- Acts as a central point of reference for general academic inquiries pertaining to postgraduate medical education related to the Program.
- Responsible for completion of appointment, reappointment and termination of residents.
- Develops, implements and participates in the recruitment of residents to the program.
o Maintains and organizes CaRMS or other applicable website and files.
o Coordinates CaRMS or other applicable interviews for applicants.
o Coordinates interviews for sponsored trainees and/or fellows.
o Access and exports trainee application files and completes initial file review for completeness of applications.
- Assists in the development of surgical education orientation for the incoming surgical postgraduate trainees.
- Develops and maintains program specific orientation manual(s) for both home program residents and off-service trainees.
- Coordinates and approves all vacation, conference and other leave requests for postgraduate trainees.
- Prepares, manages and distributes annual rotation schedule for program residents including off-service residents, elective residents, medical students and physician assistants where applicable.
- Prepares call schedule templates for completion and distribution by the section administrative staff and Chief Resident.
- Prepares, manages and distributes academic teaching schedule, simulation session schedules and anatomy session schedules.
- Prepares, manages and distributes Section Rounds including assigning faculty.
- Provides first point of contact for a resident in minor or major distress or difficulty.
- Coordinates meeting schedules, records minutes and manages action items for distribution and completion for the Residency Training Committee (RTC).
- Coordinates meeting schedules, prepares resident(s) CBD reports for review, records minutes and distributes reports for the Program Competence Committee.
- Coordinates semi-annual meetings and attends meetings the Program Director and Residents, preparing reports for discussion and follow up assessments.
- Prepares the program for both internal and external accreditation in coordination with the Program Director and Manager, Surgical Education.
- Coordinates and facilitates onsite internal and external accreditation visits.
- Manages and executes annual Resident Research Daay.
- Prepares and executes OSCE examinations.
- Prepares annual Journal Club schedule and distributes information.
- Facilitates the in-house training examinations.
- Coordinates and disseminates assessments for residents within the Program.
- Ensures that Program Goals and Objectives are up-to-date and reviewed annual.
- Assists and manages development of program specific policies.
- Assists with documentation of performance assessments of residents in difficulty, ensuring that University timelines are adhered to and documentation is submitted accordingly.
- Coordinates Faculty assessments in collaboration with the Manger, Surgical Education.
- Manages resident and faculty awards within Program.
- Prepares correspondence on behalf of the Program Director for signature as well as prepares correspondence for own signature.
- Reviews and approves all medical student electives as submitted from the surgery undergraduate office.
- Maintains program specific setup in electronic management system including assessments, evaluations and program specific communities.
- Completes travel requisitions and invoice submissions related to expenses and reimbursements within Program.
- Assists the Program Director in the development and implementation of teaching curriculums.
- Assists with obtaining funding for special projects.
- Maintains program specific information on Departmental webpage.
- May be required to perform related duties not exceeding skills and capabilities as required.
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 [email protected] 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.
