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McGill University

Administrator

Sherbrooke, QC, Canada

Job type: Full-time
Apply by: Oct 8, 2026
Posting language: English
Posted: Sep 28, 2026

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Original job description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

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 holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Hourly Salary:

(MUNACA Level H) $33.05 - $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director, Clinical Student Affairs

Position End Date (If applicable):

2027-09-23

Deadline to Apply:

2026-10-07

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

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More about this job

Responsibilities

The Administrator provides comprehensive administrative support to residency and fellowship programs, ensuring operational continuity and standardization. They collaborate with program directors and committees to manage workflows, accreditation requirements, and student affairs processes.

Requirements

Candidates must have 3-5 years of relevant administrative experience and strong organizational skills to manage multiple priorities. Proficiency in Microsoft Office and the ability to adapt to complex institutional policies and accreditation standards are required.

Skills

Administrative support
Program administration
Project coordination
Workflow optimization
Accreditation compliance
Data management
Meeting coordination
Policy interpretation
Staff training
Problem-solving
Communication
Microsoft Office Suite
Confidentiality
Time management
Operational assessment

Benefits

Health insurance
Dental insurance
Life insurance
Tax Free Savings Account
Competitive vacation policy
Personal days
Floating holidays
Summer Fridays
Paid time off over December holiday period
Tuition waiver

Visa sponsorship

Not detected in the job text

Keywords

Administrative
Postgraduate Medical Education
PGME
Residency
Fellowship
Accreditation
Standard Operating Procedures
SOP
CBME
ONE45
CaRMS
Operational Excellence
Business Continuity
Onboarding
Quality Assurance
Record Management
Student Affairs
University Administration
Process Improvement
Documentation

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