Education Program and Admin Assistant - OA5 (AESES)

UM Careers; Winnipeg; On-site; CAD 48,000 - 66,000; Full time

Job summary

University of Manitoba seeks an Education Program and Admin Assistant to support the Doctorial Practicum Director and CHP graduate practicum placements. The role includes coordinating access for learners, maintaining confidential records, and planning events in collaboration with CHP leadership.

The position requires strong English communication, project management skills, and experience with Concur and MS Office.

Qualifications

• Completion of a formal training program in a related discipline plus four years of directly-related experience.
• Bachelor’s degree in a related field is preferred.
• Experience in an academic clinical department is preferred.

Responsibilities

• Administrative support to the Doctoral Practicum Director and CHP graduate practicum placements.
• Track learners in CHP practicum placements and coordinate system access.
• Maintain confidential personnel files and training records.
• Plan practicum student job fairs and coordinate with PPD and AAL.
• Provide administrative support for Continuing Professional Development events.

Skills

Event planning

Project management

Microsoft Office

English communication

Attention to detail

Conflict navigation

Judgment and problem-solving

Education

Bachelor's degree in related field

Tools

Concur

SharePoint

Job description

Education Program and Admin Assistant - OA5 (AESES)

Education Program and Admin Assistant - OA5 (AESES)

Department of Clinical Health Psychology

Rady Faculty of Health Sciences

Position number: 36484

Date posted: October 5, 2026

Job details

Education Program and Admin Assistant - OA5 (AESES)

Revised Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hour/Week, Monday - Friday, 8:30AM - 4:30PM

Salary: $26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date November 2, 2026

840 hours worked

For more information please contact: Kate Walsh - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.

Bachelor’s degree in a related field is preferred

EXPERIENCE:

Experience working in an academic clinical department is preferred

Experience with UofM policies and procedures preferred.

Knowledge of the health system and previous experience in health system preferred

Experience with Concur is preferred.

An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

Experience with event planning or project management is required.

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is required.

Ability to learn in-house University software systems (i.e. Concur) is required.

Strong verbal and written communication skills, including the ability to communicate effectively in English, draft clear correspondence, and produce accurate written documentation are required.

Strong interpersonal skills and ability to communicate with professional staff in a courteous and respectful manner is required.

Must be able to work effectively with support staff at all levels within the Max Rady College of Medicine, with professional medical staff, and students at undergraduate and postgraduate levels is required.

Must be able to interact with people from diverse backgrounds in a courteous and respectful manner is required.

Must be able to exercise tact and discretion and navigate situations of conflict is required.

Ability to exercise sound judgment is required.

Strong analytic and problem-solving skills are required, with ability to identify key information and issues, and effectively resolve them is required.

Strong decision-making, and critical thinking skills are required.

Must be thorough, accurate, able to work under pressure, and have a high level of attention to detail is required.

Ability to organize, manage multiple priorities, meet competing deadlines, and follow instructions is required.

Ability to work independently with a strong initiative to complete and follow up on tasks is required.

Must be able to work effectively independently and as part of a team environment is required.

Ability to manage highly confidential information is required.

A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

Must be conscientious, professional, responsible, and reliable.

Key responsibilities

Administrative support to the Doctorial Practicum Director, responsible for the administration of CHP’s graduate student practicum placements

Tracks all learners participating in a CHP practicum placement.

Coordinates Shared Health system access, facility access and Microsoft Teams as required for learners and termination once placement is complete.

Ensures confidential personnel files and training program records for all leaners are maintained.

Plans, organizes, and executes a practicum student job fair, including event logistics and partner communications, in collaboration with the PPD and AAL.

Performs other related duties and functions as assigned or required.

Continuing Education Programming:

Administrative support to the Continuing Professional Development Director, responsible for assigned aspects of event management for department Grand Rounds & special academic events

Coordinates in-person rounds, special academic events, and visiting speaker activities, including booking venues, arranging audiovisual and recording services, and coordinating all logistical requirements.

Provides support in all tasks related to bringing in a visiting speaker.

Prepares non-employment forms for guest speaker honorariums

Liaises with invited speakers (local and visiting) to obtain information to prepare for presentation

Prepares and distributes event notices and regular reminders

Tracks event expenditures; works within event budget; prepares summary of expenditures following the event to be reviewed by Academic Administration Lead.

Manages event registration and attendance tracking, prepares and distributes post-event evaluations through SurveyMonkey, and compiles evaluation summary reports for the CPD Director and Academic Administration Lead.

Maintains and archives event-related documentation and files on the CHP SharePoint for future reference and accreditation purposes.

Department Administrator:

Serves as the department’s Concur resource, providing administrative support and guidance to faculty, staff, and students with travel claims and travel arrangements, in accordance with applicable policies and procedures.

Maintains departmental email distribution lists and supports the preparation and distribution of departmental correspondence, reports, notices, and other administrative documents.

Drafts, formats, edits, and distributes a variety of correspondence, reports, and other departmental documents.

Responds to routine correspondence and inquiries, independently researching and retrieving information as required and directing more complex matters to the appropriate individual.

Assists with administrative aspects of the clinical psychologist recruitment process, including posting job advertisements, recruitment visits (travel arrangements, itinerary, and expense reimbursement).

Provides administrative support for performance review, onboarding, privileging, probationary, and offboarding processes, including coordinating documentation, scheduling, follow‑up, and maintaining related records for clinical psychologists, psychological assistants, and Shared Health administrative staff.

Assists with onboarding activities for new Rady Faculty of Health Sciences faculty members and coordinates follow‑up meetings with the Department Head.

Supports departmental meetings by preparing agendas and presentations, taking meeting notes and preparing and distributing minutes and follow‑up documentation.

Assists with maintaining departmental tracking tools, orientation materials, checklists, staff directories, training records, and other administrative documentation.

Supports monthly, quarterly, and ad ​h ​o ​c ​k ​y ​ a ​t ​a ​p ​l ​a ​n ​e  measures ​… ef… …??

Updates personnel information records on a regular basis.

Esures that staff are up-to-date on compliance-related activities (e.g., staff orientation, fit-testing).

Manages and maintains the department’s SharePoint site and related electronic records.

Provides backup support for Department Head scheduling and calendar management.

Provides administrative support to the Promotion Chair, as required, including preparation of promotion binders.

Provides cross‑training backup support to other CHP Department Program Administrators, including support for PGME and UGME activities.

May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact [e-mail] or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.