Graduate Program Coor. & Advisor

UM Careers; Winnipeg; On-site; CAD 40,000 - 56,000; Full time

Job summary

University of Manitoba in Winnipeg is seeking a Regular Continuing Full-Time Administrative Specialist responsible for admissions decisions, data analysis, and budget management for graduate programs. The role involves coordination with the admissions committee, GMAT waivers, and advising applicants about status and next steps.

Proficiency in Excel, Concur, and ERP systems is required. The position offers 35 hours/week, in-person work, and salary in the CAD range stated.

Qualifications

• Two years of directly-related administrative experience.
• Experience preparing, summarizing and analysing data and statistics for reporting purposes.
• Experience preparing budgets and reconciling reports.
• Strong experience creating and manipulating Excel reports.
• Experience processing payroll is desired.
• Knowledge of academic programs and university procedures required.
• Preference given to applicants with student-advising experience within an academic program area.

Responsibilities

• Admissions: decide on completed application files that meet criteria and prepare for admissions committee review.
• Compile, synthesize and summarize data from applications and provide statistical reports on admission stats.
• Calculate GPA and evaluate work experience to meet minimum admission standards.
• Coordinate GMAT waivers or waiver interviews and process results for assessment.
• Advise applicants on status and next steps; communicate admission decisions.
• Administer program office travel arrangements and expense claims via Concur.
• Manage program budget processes including payroll, invoicing and reimbursements.

Skills

Excel reports

Data analysis

Payroll processing

Administrative support

Oral and written communication

Microsoft Office

Concur

Drupal

Education

Knowledge of university regulations

Tools

Slate

VIP

Concur

EPIC

AdAstra

Aurora Student

Drupal

Adobe pdf Pro

Job description

Existing Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary: $28.83 to $40.63 per hour ($52,470.60 to $73,946.60 per annum)

Expected Start Date November 9, 2026

For more information please contact: Elaine Chipongian - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• Two years of directly-related administrative experience.
• Experience preparing, summarizing and analysing data and statistics for reporting purposes.
• Experience preparing budgets and reconciling reports.
• Strong experience creating and manipulating Excel reports.
• Experience processing payroll is desired.
• Knowledge of academic programs and university procedures required.
• Preference will be given to applicants with experience in a student-advising function within an academic program area.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Microsoft Office, database, Slate, VIP, Concur, EPIC, AdAstra, Fast, Food Services ordering systems, Excel, Aurora Student (INB and web), Drupal, Adobe pdf Pro required.
• Familiarity with university degree credit systems required.
• Oral and written communication skills, tact, discretion, and ability to keep information in strict confidence is required.
• Organizational ability, including the ability to plan and organize work priorities and deadlines, is required.
• Ability to work effectively in stressful periods, including periods of program changes and ambiguity is required.
• Ability to make sound independent judgements and to work effectively with all levels of university administrative and academic staff is required.
• Preference will be given to applicants with a demonstrated ability to create and function in a customer-focused environment is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Flex-time may be required at peak registration times or to accommodate occasional program functions in the evening or on the weekend.
• Occasional travel to support recruitment may be sought as appropriate.

Key responsibilities

ADMISSIONS:

• Responsible for admission decisions on completed application files which meet admission criteria (recommends for admission or rejects) and prepares for consideration by the admissions committee files which require further committee review.
• Compiles, synthesizes and summarizes pertinent data from each application to the program, tracks applicant progress and provides statistical reports on admission stats.
• Calculates GPA and evaluates work experience to ensure that all applicants considered for admission meet minimum admission standards- evaluates transcripts for possible course exemptions in the graduate program.
• Determines eligibility for GMAT waivers or GMAT waiver interviews and coordinates interview process with all applicants who are eligible, receives results, distributes these for assessment by assessment committee, receives results, informs candidates and makes recommendation to FGPS.
• Consults with Faculty of Graduate and Postdoctoral Studies staff to ensure that all application documentation is complete.
• Advises all applicants of the status of their application – documentation still required, etc.
• Corresponds with applicants as to their admission or rejection, as well as next steps following admission.
• Advises Faculty of Graduate and Postdoctoral Studies of the department admission decisions, including being responsible for deciding on those which meet all admission criteria.
• Advises all applicants who use the admissions e-mail accounts for MBA, MSCMand MFin program inquiries.

ADMINISTRATION, PAYROLL AND BUDGET MANAGEMENT:

• Hires sessional’s and grader/markers and is responsible for faculty overload appointments; RFR and continuance.
• Ensures program refund schedule, VW and other critical dates are determined and promulgated. Develops exam schedules at the start of each term.
• Ensures course-related material and faculty resources are posted on the web, including edited course outlines for all courses.
• Maintains the course syllabi on the Student Resources section of the website.
• Coordinates textbook orders and reading packages, and promulgates listings to students.
• Arranges related workshops and related offsite events (e.g., Booking space, and food).
• Prepares honorariums, guest lecturer forms and routine contractor agreements.
• Processes agent commissions once students’ status has been confirmed.
• Monitors classroom and study facilities weekly, ensuring all is in good order.
• Orders AV equipment and books rooms for all classes and program events.
• Schedules all rooms for professional graduate courses in AdAstra.
• Administers student and program office staff travel arrangements and expense claims via Concur.
• Orders routine stationery and program supplies, and processes purchase orders, contracts, reconciliations, requisitions, and maintains inventory.
• Handles all EPIC orders for the Program Office.
• Makes updates to the Graduate webpages using Drupal.
• Event planning and execution, organizing materials for orientations, etc.
• Provides clerical services for the Graduate Programs, including filing, and arranging meetings and travel, and expense claims.
• Handles special projects as required by the area, i.e. obtains information about graduate programs from other institutions as necessary, reviewing for marketing comparison.
• Assists student groups as well as Asper representatives on the Graduate Student Association in carrying out their activities – ticket sales, disseminating information about events, coordinating sale of program gear, etc.
• Makes travel arrangements for guest lecturers and processes travel claims for the Program Office.
• Processes all standard correspondence relating to the area including letters on behalf of the Dean regarding Dean’s Honour Roll and other awards.
• Organizes and maintains electronic filing system, including confidential materials.
• Produces annual financial summaries for student travel and food expenses.
• Coordinates program(s) workshops and accompanying food orders.
• Manages Program(s) job postings in UMCareers.
• Tracks grader/marker hours and processes payroll.
• Processes and monitors all program-related food orders.
• Monthly operating reconciliations.
• Creates invoices.
• Inventory control (and reordering) of promotional materials.
• Acts as a backup to the alternate Graduate Program Advisor & Coordinator (research programs).
• Reconciles and communicates financial information and provides information to faculty members and Associate Dean.
• Maintains budget records on Excel and performs departmental monthly financial reconciliation on all operating and grand FOPs (where requested) on a monthly basis using Aurora against the Monthly Operating and Grant Reports, follow up on discrepancies
• Maintains accurate and up-to-date records to avoid over-expenditures.
• Manages, maintains and reconciles the Department’s supplies budget.
• Process payroll for all student position in the department.
• Responsible for the day to day operations of the program budget lines, creation of POs, VISA transactions, submitting claims and getting approval.
• May be asked to assist with Recruitment activities including occasional travel as appropriate.

RECORDS MANAGEMENT:

• Maintains the closed and inactive file systems.
• Generates a large variety of statistical reports using Radius Slate and Aurora for all internal and often external stakeholders.
• Prepares the statistical summaries of program recruitment and admission 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.