Graduate Program Advisor

University of Manitoba; Winnipeg; On-site; CAD 52,000 - 72,000; Full time

Benefits offered by this job

Group benefits and pension

Competitive vacation time

Employee and Family Assistance Program

Professional development opportunities

Job summary

The University of Manitoba seeks a detail-oriented administrator to coordinate the Department’s graduate programs (M.Eng., M.Sc., and Ph.D.) and support graduate education for ~200 students, including admissions, awards and academic requirements. You will work with the Head/Associate Head, Graduate Studies Committee, and the BME Director to ensure smooth operation.

Reporting to leadership, you will prepare minutes, support committees, and uphold confidentiality under FIPPA/PHIA, while using

Qualifications

• University Bachelor’s degree in a related discipline required.
• At least 1 year of directly related administrative experience in a student support environment.
• Experience with graduate student programs preferred.
• Knowledge of UM policies and procedures preferred.
• Experience with immigration rules for international students preferred.
• Experience supporting committees; minutes and agendas preferred.
• Strong communication, diplomacy and written skills required.
• Ability to manage confidential information per FIPPA & PHIA.
• Experience with Slate, Aurora and Drupal is an asset.
• Excellent organizational skills and ability to manage multiple priorities.

Responsibilities

• Coordinate graduate program processes, student records, admissions, awards and academic requirements per departmental/FGPS rules.
• Support the Head/Associate Head, Department Administrator, Graduate Studies Committee, and Director of the BME Program.
• Ensure accurate administration and compliance with Graduate Studies requirements.
• Prepare minutes and agendas for committees; facilitate meetings as needed.
• Maintain confidentiality and handle sensitive information professionally.

Skills

Communication

Interpersonal skills

Organizational skills

Problem-solving

Education

Bachelor's degree in a related discipline

Tools

Slate

Aurora

Drupal

Microsoft Teams

MS Word/Excel/Forms

Job description

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community – UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM’s impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba’s Top Employers and one of Canada’s Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

The incumbent provides comprehensive administrative coordination of the Department’s graduate programs (M.Eng., M.Sc., and Ph.D.), supporting the effective delivery of graduate education and the academic progression of approximately 200 students. The position supports the Head/Associate Head, Department Administrator, Graduate Studies Committee, and Director of the BME Program by ensuring graduate program processes, student records, admissions, awards and academic requirements are administered accurately and in accordance with departmental and Faculty of Graduate and Postdoctoral Studies requirements.

The qualifications and experience we’re looking for:

• University Bachelor’s degree in a related discipline required.
• An acceptable equivalent combination of experience and education may be considered.
• At least 1 year of directly related administrative experience working in a Student support environment required.
• Understanding of a Graduate Student Program is preferred.
• Knowledge of University of Manitoba policies and procedures preferred.
• Working knowledge of immigration rules as it pertains to International students preferred.
• Demonstrated experience providing support to international students preferred.
• Must be proficient in using advanced features associated with Microsoft office (Word, Excel, TEAMS, forms) and general office digital platforms (ZOOM, Internet, email, windows).
• Previous experience working with Committees and providing administrative support to committee chairs. including preparing minutes & agendas is required.
• Ability to communicate in an articulate, knowledgeable, diplomatic and persuasive manner both verbally and in writing is required.
• Must demonstrate highly developed interpersonal skills with the ability to work effectively with all levels of staff, students, and the public in a professional manner.
• Knowledge of university regulations, programs, and procedures is an asset.
• Must be dependable, self-motivated, possess a strong work ethic with the ability to work independently.
• Demonstrated problem-solving skills with an innovative and flexible approach to finding solutions are required.
• Demonstrated ability to understand and deal with student problems and to foster a customer focused environment with a genuine interest in helping students is required.
• Experience working with university related computer programs – including; Slate, Aurora and Drupal is an asset.
• Excellent organizational skills are required, including planning & organizing multiple work priorities and managing competing deadlines.
• Attention to detail and accuracy in work is required.
• Proven ability to coordinate workflow, identify processes requiring improvements and recommend, develop and implement modifications to improve efficiency is required.
• Must be able to contribute to a respectful and collegial work environment.
• Ability to manage confidential information and maintain confidentiality that follows FIPPA & PHIA requirements is required.
• Demonstrated ability to establish priorities, guidelines and procedures is required.
• Must display professionalism, discretion, and patience in stressful situations.
• High level of cultural awareness, sensitivity and empathy is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Why the University of Manitoba?

Along with being one of Manitoba’s top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

• Comprehensive group benefits and pension plan.
• Competitive vacation time.
• Employee and Family Assistance Program.
• A full spectrum of professional development opportunities.

Closing Date: August 28, 2026

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.