Program Assistant

Salary $29.18 - $36.94 per hour ($49,317 - $62,436 per annum based on 32.5 hours per week, prorated to $16,439- $20,812 for 8 month term at 0.5 FTE)
Classification  Classification C6
Provisional Statement  This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.
Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary  Dalhousie’s Faculty of Medicine teaches scientific excellence and humanity in medicine and trains doctors to be accomplished clinicians, compassionate caregivers, good communicators, and balanced individuals. The department of Pathology offers Masters, PhD and Residency training programs. Reporting to the Department Administrator and supporting the Diagnostic and Clinical Pathology( DCP ) Program Directors, the Program Administrator serves as the primary administrative resource for the DCP residency program, coordinating resident records, scheduling, evaluations, committee activities, and accreditation requirements while ensuring residency standards are maintained.

Key Responsibilities   Coordinate and provide administrative support for the Diagnostic and Clinical Pathology ( DCP ) Residency Program, ensuring the effective delivery of postgraduate medical education activities.
Manage resident records, schedules, evaluations, examinations, and related processes while maintaining accurate and confidential program documentation.
Liaise with residents, faculty, clinical supervisors, Postgraduate Medical Education, and external stakeholders to support program requirements and resident success.
Provide administrative support to residency committees, including meeting coordination, agenda preparation, minute-taking, and tracking follow-up actions.
Coordinate residency recruitment activities, including Canadian Resident Matching Service (CaRMS) processes, applicant communications, interview logistics, and onboarding of successful candidates.
Support accreditation, program reviews, resident orientation, and special events by maintaining compliance requirements, preparing documentation, coordinating logistics and assisting with ad hoc projects and emerging priorities.
Note  Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications   Business Administration or Administrative Professional program with three to five years’ relevant experience (or an equivalent combination of training and experience).
Experience providing administrative support in a university, healthcare, government, or similarly complex environment is considered an asset.
Demonstrated ability to work effectively with highly confidential and sensitive information while exercising sound judgment and discretion.
Experience coordinating meetings, preparing agendas, and recording accurate meeting minutes.
Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities in a fast-paced environment.
Assets   Experience supporting postgraduate medical education, residency programs, or academic program administration.
Experience working in a university, healthcare, medical education, or hospital…