Admissions and Records Administrator Job Sherbrooke area,Province de Québec Canada,Administrative/Clerical

Position Summary

Reporting to the Admissions Officer, and working collaboratively with the Records Administrator and the Immigration Administrator, and broader PGME team. The Admissions and Records Administrator provides comprehensive administrative support in the coordination and execution of admissions and records processes. The incumbent ensures the accuracy and consistency of data, upholds regulatory requirements, and facilitates smooth communication between internal and external stakeholders. This position plays a vital role during peak periods and acts as a backup for both Admissions and Records units.

A major component of this role includes maintaining and updating the PGME admissions-related website content to ensure accuracy, accessibility, and relevance.

Primary Responsibilities

1. Admissions Administration Supports the full cycle of admissions, including reviewing application files, tracking documents, and updating applicant databases, residency and fellowship programs. Communicates with candidates, program directors, and external sponsors to coordinate application materials and respond to inquiries. Assists with preparing documentation and correspondence for Collège des Médecins du Québec (CMQ), including Letters of Eligibility and training extension requests. Supports various tasks related to Canadian Resident Matching Service (CaRMS) match process as assigned by supervisor Collaborates with the Admissions Administrator for Residency Programs to ensure alignment of processes and continuity during peak cycles.

Coordinates immigration support for incoming residents and fellows, including collection of documentation and liaising with the Immigration Administrator. Assists in compiling statistical data and preparing admissions reports as needed.

2. Records Support Assists in administering the CMQ-accredited site list Supports elective request processing by verifying compliance, preparing documentation, and maintaining accurate records. Supports centrally-delivered educational programs by, assisting with onboarding tasks, registrations, and communications with relevant bodies, may include data entry, tracking, document preparation and meeting support (ex. PEAP, CIP) Helps manage leave of absence requests, training waivers, and credits, ensuring accurate processing and recordkeeping.

Assists with program coordinator onboarding, providing HYFEN access, procedural guidance, and back-up coverage. Coordinates immigration support for registered residents and fellows, including collection of documentation and liaising with the Immigration Administrator.

3. Data and Systems Management Updates applicant and trainee information in internal systems. Assists in maintaining records in compliance with accreditation and regulatory standards. Prepares reports and maintains statistics related to admissions, immigration, and credentialing processes.

4. Website Management Maintains and updates PGME admissions and records sections of the website to reflect current policies, procedures, deadlines, and program information. Coordinates with relevant stakeholders to ensure website content remains accurate and user-friendly. Suggests and administers improvements to enhance accessibility and clarity for applicants, trainees, and faculty.

5. Communication and Liaison Responds to inquiries from applicants, residents and fellows, sponsors, faculty, and staff, providing information on admissions and records procedures. Liaises with internal departments (Enrolment, Legal and Immigration Services) and external organizations (CMQ, IRCC, CFPC and RCPSC) to facilitate the processing of admissions, licensure, immigration and certification requirements ensuring compliance with frameworks. Acts as a resource to Program Directors and Coordinators, offering administrative guidance on admissions and records matters.

6. Cross-functional Support and Backup Participates in team meetings, working groups, and special projects as assigned. Assists the Associate Dean and senior staff with urgent matters related to unmatched candidates, training extensions, and other priority issues.

Other Qualifying Skills and/or Abilities

Perfectly bilingual with excellent written and verbal communication skills (communication skills will be tested)
Strong administrative and organizational skills with attention to detail
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace
Ability to work independently and collaboratively in a…