Job ID:
Posting Date: August 25, 2026
Posting Expiry Date: September 8, 2026
Job Title: Program Administrator, Postgraduate Medical Education (PGME)
Department: EORLA - Administration
Union Group: Non-Union
Job Type: Regular Full Time
Position Number(s): 00116895
Job Code: 191802
Site: The Ottawa Hospital - General Campus (TOHG)
Location: Ottawa, Ontario, Canada
Job Category: Administration / Clerical
Number of Vacancies: 1
FTE: 1.0
Salary Range: $75,704.85 - $94,879.20/Year
Position Overview
The hiring salary range for this position is from $75,704.85 to $87,014.85
This position provides administrative and coordination support to the Chief Medical Officer (or delegate), faculty, and trainees to enable the effective delivery of residency and/or fellowship training programs. This role is integral to timely trainee recruitment and onboarding, learner registration and compliance tracking, accurate maintenance of confidential trainee records, scheduling of rotations and teaching activities, and the administration of assessments and evaluations. The Program Administrator also supports committee meetings and documentation, assists with accreditation and program reviews, supports the appointment process, and serves as a first point of contact for trainee inquiries, directing learners to appropriate resources and supports.
Key accountabilities include:
Academic Administration and Coordination
• Supports the trainee selection and recruitment process
• Coordinates onboarding and registration activities for new trainees, including tracking required documentation and compliance requirements in collaboration with relevant internal offices and clinical sites
• Maintains accurate, complete, and confidential trainee files and program records; establishes and maintains electronic and paper filing systems, including archiving in accordance with retention requirements
• Coordinates and tracks trainee leave requests and supports completion of training verification requests
• Develops, updates, and communicates trainee schedules (e.g., rotations, call, electives, and off-service schedules), resolves scheduling conflicts, and supports equitable scheduling practices
• Acts as a central point of contact for general postgraduate medical education inquiries and liaises with internal departments, clinical sites, and external organizations as required (e.g., partner institutions, regulatory bodies, specialty organizations, and matching services)
• Serves as an initial point of contact for trainees seeking administrative assistance and, where appropriate, directs trainees to relevant supports and resources while maintaining discretion and confidentiality
• Escalates concerns to the Chief Medical Officer (or delegate) as appropriate, recognizing the boundaries of the role and the need to involve clinical and learner support services when required
• Tracks emerging issues, deadlines, and action items related to program operations and supports timely follow-up with stakeholders
Committee, Event, and Teaching Activity Support
• Organizes and supports program committees and meetings (e.g., residency/fellowship training committees and competency committees), including scheduling, agenda preparation, distribution of materials, and follow-up on action items
• Attends meetings as required, records minutes, and prepares meeting documentation for review/approval and distribution
• Coordinates planning and delivery of teaching activities and events (e.g., academic days, rounds, workshops, examinations/OSCEs, retreats, research days, and award activities), including rooms, technology, speakers, and materials
• Supports virtual and in-person learning logistics, including coordinating videoconferencing/web conferencing and ensuring basic readiness of required audiovisual/technology resources
• Maintains committee and program documentation and ensures materials are appropriately organized, version-controlled, and archived
Financial Administration
• Supports development and monitoring of education-related budgets, including tracking expenditures, reconciling accounts, and preparing variance updates and summary reports
• Processes and tracks education-related financial transactions (e.g., invoices, reimbursements, deposits, and internal chargebacks) in accordance with organizational policies and approval requirements
• Administers and tracks distribution of learner education funds (e.g., travel/education funds, grants, or other program allocations) and supports required reporting
• Coordinates, as required, with external partners and sponsors regarding education-related financial support, ensuring documentation is maintained and funds are managed in accordance with applicable requirements
Document Management and Office Administration
• Prepares, formats and edits a range of documents - memos, correspondence, reports, training materials, presentations, spreadsheets, lectures, posters, manuscripts, policies, procedures, research applications, accreditation processes
• Creates, or assists with creation, of forms and templates
• Maintains tracking systems for documents and deliverables
• Maintains databases and filing systems including file set up, data entry, data validation and archiving
• Arranges for translation services
• Completes internet searches to identify and retrieve information, reports, publications, etc.
• Triages and tracks incoming mail and email for response and action
• Photocopies, faxes and scans a range of documents and information
• Arranges for courier / mail services
Assessments, Evaluations, and Learner Progression
• Coordinates administrative processes related to trainee assessments and evaluations, including distributing tools/forms, monitoring completion, and collating information for trainee files and program reporting
• Supports trainee review meetings and related documentation, including scheduling meetings and preparing materials for review
• Assists with the administration of specialty- or program-specific examinations and objective structured clinical examinations (OSCEs) as applicable
• Supports documentation and tracking related to learners requiring additional support, in accordance with established processes and direction from program leadership
Accreditation, Program Reviews, and Operational Support
• Coordinates logistics and documentation for accreditation activities and program reviews (e.g., compiling materials, tracking requirements, supporting site visits, and preparing draft reports for review)
• Assists with the planning, development, and maintenance of program policies, procedures, and orientation materials; supports communication and distribution to trainees and faculty as needed
• Produces routine reports, statistics, and summaries to support program operations and decision-making (e.g., schedule reports, compliance status, and education activity tracking)
• Coordinates trainee communications and information packages (e.g., academic calendars, schedules, call information, orientation resources, and notices), ensuring materials are current and accessible
Rotation/Shifts
Days, 8-hour shifts. For information purposes only - EORLA reserves the right to change.
Basic Requirements
• Completion of a college diploma in office administration;
• Minimum of five (5) years of previous experience in an administrative support function;
• Knowledge of office administration and customer service practices, including scheduling, document and records management, meeting coordination, and support for day-to-day operations;
• Understanding of postgraduate medical education program processes, including learner onboarding, registration, rotation scheduling, teaching coordination, and accreditation-related documentation;
• Proficiency with office and program management systems, including Microsoft Office applications, collaboration tools, learner management/evaluation platforms, and the ability to handle confidential information in compliance with privacy requirements;
• Strong communication, customer service, and relationship-building skills, with the ability to maintain professionalism, tact, and confidentiality;
• Proven ability to manage competing priorities, coordinate complex schedules, and adapt to changing operational needs in a fast-paced environment;
• Effective organizational, problem-solving, and decision-making skills, with a focus on accuracy, follow-through, and meeting deadlines.
As a pre-condition of employment, all new EORLA employees will be required to obtain and provide a satisfactory Criminal Records Check dated within six (6) months from the date of issue.
*Mandatory Vaccination Policy*
Per EORLA's COVID-19 Vaccination Policy, if you are successful in the selection process, an offer of employment is conditional upon presentation of government issued documentation confirming that you have been fully vaccinated with a vaccine that has been approved in Canada. Any individual who cannot be vaccinated on medical grounds or other grounds recognized by the Human Rights Code can request an accommodation.
Please note that with respect to the COVID-19 pandemic, the Ontario Human Rights Commission's (OHRC) position has been that a singular belief or personal preference against vaccinations and/or masks is not protected on the ground of creed under the Code.
Preferred Qualifications
• Bilingual (French and English) is considered an asset;
• Experience working in healthcare is considered an asset.
Artificial Intelligence (AI) Disclosure
EORLA may use artificial intelligence (AI) technology during the recruitment process to assist with the screening, assessment, or selection of applicants. These tools may be used to help identify qualifications, skills, experience, and other job-related criteria relevant to the position. AI is used solely as a support tool and does not make employment decisions. All hiring decisions are subject to human review and oversight and are made in accordance with applicable employment legislation, human rights obligations, and EORLA's recruitment policies and practices.
Application Information
Please submit your online application by 11:59 p.m. EST the day the job posting closes. It is mandatory that you provide a thoroughly completed application with all the necessary information to help us determine whether you meet the qualifications as outlined on the job posting. Failure to do so will result in your being screened out of the competition. We thank all those who apply but only those selected for further consideration will be contacted. Thank you for your cooperation and assistance.
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