DIVISION AND PROGRAM MANAGER

Job ID

75284

Job Title

DIVISION AND PROGRAM MANAGER

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

04/08/2026

Job Type

Continuing

Close Date

04/17/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Full/Part Time

Full-Time

Salary Grade/Band

Grade 8

Salary Range

$28.90 - $43.51 (hourly)

Job Code

JD0866

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Job Description Number

JD00866

Pay Grade

8

Job Title

Division and Program Manager

Schedule

35 hours per week, 7 hours per day
8:30 AM to 4:30 PM

Existing Vacancy?

Yes

Education Level

Bachelor’s degree in a relevant field

Career Level

Requires 3 years of relevant experience

Expected Fill Date

ASAP

Job Description

The Department of Medicine, the largest department within the Faculty of Health Sciences, encompasses 18 Divisions representing the full breadth of Internal Medicine. Guided by a mission to deliver exceptional clinical care, provide outstanding education, and remain a world‑leading centre for research and innovation, the Department is deeply committed to supporting learners and advancing excellence across all areas of academic medicine. Our Internal Medicine Residency Program plays a key role in advancing this mission by training the next generation of physicians.

The Department is seeking a dynamic and highly organized Program Manager to join the Internal Medicine Residency Program and provide overall administrative direction. In this pivotal role, the Program Manager will offer strategic administrative leadership, oversee daily operations, and support the team in delivering the high‑quality training experience our residents rely on. Acting as a central resource and team leader, the Program Manager will guide office operations, coordinate program activities, and contribute to a supportive and efficient environment for residents, faculty, and staff.

Accountabilities:

Program Operations & Coordination

• Coordinate and support the effective daily operation of the academic program, ensuring processes, timelines, and activities run smoothly and efficiently.
• Orient new staff to policies, procedures, business processes, and divisional expectations.
• Review, assess, and anticipate both immediate and long‑term program needs; identify operational matters and provide evidence‑based recommendations to the Program Director.
• Coordinate aspects of curriculum administration, including CaRMS match, registration prioritization, and academic record review.
• Develop, update, and maintain program documentation, policies, and administrative materials.
• Gather, compile, and organize data for formal reports, including accreditation documents, and faculty and program evaluations.

Resident Rotation Scheduling & Academic Planning

• Lead the annual development, coordination, and implementation of the comprehensive PGY1–PGY3 resident rotation schedule, ensuring alignment with curricular requirements, accreditation standards, service capacity, and learner progression.
• Manage a complex, longitudinal, multi‑year scheduling framework spanning multiple postgraduate levels, clinical services, and training sites.
• Collaborate with Program Leadership, faculty, clinical divisions, and external partners to confirm rotation availability, sequencing, and educational objectives.
• Anticipate and resolve scheduling challenges related to resident leave, remediation, research requirements, progression standards, and evolving service needs.
• Integrate key academic milestones, including Research Day, into the annual and longitudinal schedule, ensuring protected time, equitable participation, and alignment with program expectations.
• Coordinate academic planning to support resident scholarly activity, including submission timelines, presentation requirements, and supervision considerations as they relate to scheduling.
• Maintain schedule integrity through ongoing updates, contingency planning, documentation control, and timely stakeholder communication.
• Serve as the central point of accountability for rotation schedule accuracy, implementation, and compliance.

Communication & Stakeholder Engagement

• Serve as a key point of contact for learners, faculty, staff, and external partners, delivering clear, accurate guidance on program requirements, policies, and processes.
• Provide guidance to learners regarding rotation selection, academic pathways, and graduation requirements, ensuring adherence to academic and administrative standards.
• Prepare and deliver program‑related presentations to internal and external audiences.
• Respond to inquiries and concerns, supporting issue resolution with professionalism and sound judgment.

Event Coordination & Committee Support

• Plan, organize, and coordinate program events such as orientations, workshops, program committee meetings, research day, and other large program‑related gatherings.
• Manage event logistics, including scheduling, venue coordination, material preparation, participant communications, and follow‑up activities.
• Coordinate training, information sessions, and onboarding activities for casual staff, trainee groups, and program stakeholders.
• Support strategic planning meetings and consultation sessions by preparing materials, coordinating participation, and documenting outcomes.

Program Improvement & Innovation

• Analyze stakeholder feedback to evaluate program effectiveness and alignment with academic and operational objectives.
• Examine program challenges, operational issues, and emerging needs, developing recommendations or action plans for the Program Director and Education Program Manager to review.
• Support program innovation by monitoring institutional best practices, synthesizing findings for program enhancement.
• Identify opportunities to improve administrative efficiency, streamline processes, strengthen learner experience, and modernize program communication channels.
• Participate actively in meetings, review processes, and working groups focused on improving program operations and advancing strategic goals.

Skills and Qualifications:

• Bachelor’s degree in relevant field.
• Minimum of three (3) years of progressively responsible experience in program administration, academic medicine, healthcare, or a similarly complex environment.

Core Capabilities:

• Demonstrated ability to manage complex, interdependent schedules and workflows in a dynamic, time‑sensitive environment.
• Proven organizational and planning skills, with strong attention to detail and the ability to manage competing priorities across multiple stakeholders.
• Strong interpersonal and communication skills, with the ability to work effectively with faculty, learners, clinical partners, and administrative colleagues.
• Demonstrated judgment, discretion, and professionalism when handling sensitive academic or personnel‑related matters.
• Experience providing functional leadership or guidance to staff, learners, or casual team members.
• Comfort operating in an environment that requires influencing without direct authority, building consensus, and supporting team effectiveness.
• Evidence of leadership capability through initiative-taking, problem-solving, and continuous improvement efforts.
• Extremely organized, highly motivated, and accountable.
• Proactive, initiative‑driven, and solutions‑focused.
• Able to anticipate needs, manage risk, and adapt to changing program priorities.

Strong Assets:

• Experience supporting a residency training environment, preferably within Internal Medicine or another Medicine‑based specialty.
• Familiarity with the structure and progression of PGY training programs, including rotation requirements, academic milestones, and learner advancement.
• Experience coordinating or managing resident rotation schedules or similarly complex academic/clinical scheduling frameworks.
• Working knowledge of academic or clinical education systems such as MedSIS, One45, Medportal, and Microsoft Teams.
• Familiarity with the clinical and educational relationships among teaching hospitals and their role in postgraduate medical education.
• Experience working in a large, matrix‑structured organization where collaboration across departments, divisions, or sites is required.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.