Description
The Office of Postgraduate Medical Education in the Cumming School of Medicine invites applications for a Clinical Fellowship Administrator. This Full-time Fixed Term position is for approximately 10 months (based on length of grant funding), with the possibility of extension.
The Office of Postgraduate Medical Education (PGME) oversees postgraduate medical training at the University of Calgary, supporting residents, fellows, and other postgraduate learners across a broad range of specialty and subspecialty programs.
Reporting to the Manager, Registration, the Clinical Fellowship Administrator works in close partnership with the Clinical Fellowship Coordinator and the Director of Fellowships to support the administration and growth of over 130 clinical and research fellowship programs. As the University of Calgary continues to expand fellowship training opportunities, this role plays a key part in coordinating fellowship registration processes, supporting program stakeholders, and ensuring an efficient and positive experience for fellows and departments.
Summary of Key Responsibilities (job functions include but are not limited to):
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Manage and administer Clinical and Research Fellowships contracts ensuring adherence to work permit and licensing prerequisites, while aligning training goals with PGME standards
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Acts as a resource both internally and externally to fellowship programs and applicants to advise and provide guidance with respect to fellowship registration procedures
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Oversee the meticulous completion of applications to Citizenship and Immigration Canada for LMIA Exemption Compliance Certificates, facilitating the smooth processing of Clinical Fellowship applications for international candidates. Accurate input of all Clinical and Research Fellowship data into the PGME database and the University Student Information System, maintaining up-to-date and error-free records
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Collaborates with the AHS Medical Education Office to ensure the issuance of educational contracts in alignment with PGME procedures
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Devise and execute effective communication strategies, facilitating the seamless dissemination of information to appropriate recipients within stipulated timeframes. This includes coordination of information distribution related to PGME, CPSA, and government policies
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Ensure accuracy and timeliness of updates pertaining to Clinical Fellowship leaves and completion dates, thereby maintaining current and precise records
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Initiates template-based hires for incoming sponsored trainees as well as incoming fellows when applicable
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Manages the mandatory probation and midterm evaluations for fellows
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Play an integral role in the PGME Fellowship Committee, contributing by scheduling, attending and recording minutes, fostering an environment of transparency and collaboration
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Engage in regular meetings and constructive discussions with the Director of Fellowships to actively foster collaboration and address any emerging updates, potential challenges, and opportunities for enhancing processes aimed at streamlining PGME operations
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Evaluate fellowship applications to confirm compliance with English language proficiency and eligibility requirements for distinct fellowship programs
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Verify the legitimacy of funding sources and sponsorship credentials for applicants with sponsored agencies and assess the terms of individual contracts to ensure their compliance
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Oversee and facilitate the administration of the certificate of completions for fellows
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Supply Associate Dean of PGME, Director of Fellowship and Manager of Registration PGME, as well as Clinical Fellowship Training Programs and National Agencies, with accurate and punctual data and information crucial for decision making
Qualifications / Requirements:
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A minimum of five years of administrative experience with proven planning and organizational skills
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Completion of a University degree is considered an asset
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Excellent knowledge of educational institutions, hospital/clinical settings, and Canadian postgraduate medical education policies and procedures
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Excellent knowledge of database management. Expertise in PowerBI and SQL will be considered an asset
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Excellent knowledge of the University Student Information System (PeopleSoft)
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Excellent working knowledge of Microsoft Office Applications (Word, Excel, Access, PowerPoint etc.)
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Prior experience in student advising will be considered an asset
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Strong attention to detail and ability to work independently and set priorities in a complex environment
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Must possess above-average interpersonal and communication skills and must demonstrate effective writing skills
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Expert ability to multi-task and coordinate large volumes of documentation
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High degree of professional conduct in dealing with confidential and sensitive issues
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Need for flexibility to deal with changing demands and deadlines
Application Deadline: July 4, 2026
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
