Graduate Student Advisor - OA5 (AESES)

UM Careers; Winnipeg; Presencial; CAD 48 000 - 66 000; Tempo integral

Resumo da oferta

University of Manitoba is seeking a Graduate Program Advisor to support the Faculty of Graduate Studies in Plant Science and Soil Science. You will advise, coordinate admissions, and manage graduate program operations in a structured, collaborative team environment.

Responsibilities include processing applications, maintaining student records, and generating progress reports while ensuring compliance with university policies and privacy standards.

Qualificações

• Completion of a formal training program in a related discipline from a recognized institute.
• University Bachelor’s degree is required.
• Four years of directly related advising and administrative experience in a college or University environment.

Responsabilidades

• First point of contact for the graduate program inquiries and correspondence with staff, students, and applicants.
• Advise prospective students on admissions, course load and program requirements of the Faculty of Graduate Studies.
• Coordinate the graduate program application process and maintain student files.
• Provide GPA calculations and oversee awards, scholarships, and visa-related support.

Conhecimentos

Interpersonal skills

Time management

Multi-tasking

Academic advising

Communication

Data management

Microsoft Office

Word processing

Excel

PowerPoint

MS Teams

Outlook

Website maintenance

Social media

Formação académica

Bachelor’s degree

Formal training program in related discipline

Ferramentas

Microsoft Office

Word

Excel

Adobe Acrobat

PowerPoint

MS Teams

Outlook

Website maintenance

Social media platforms

Descrição da oferta de emprego

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: $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: Dr. Doug Cattani - [e-mail] (2044748221)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institute is required.
• University Bachelor’s degree is required.

EXPERIENCE:

• Four years of directly related advising and administrative experience in a college or University environment, dealing with academic staff and graduate students is required.
• Working knowledge of University procedures and policies particularly those relating to student admissions, course programs, research programming and contract administration is required.
• Familiarity with University student records system is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Must have excellent interpersonal and time management skills.
• Must be able to multi-task, establish/adapt priorities and work effectively under pressure.
• Must be able to understand academic advising approaches and strategies.
• Excellent communication and organizational skills required.
• Must have excellent word processing, spreadsheet and data management skills using Microsoft Office, Word, Excel, Adobe Acrobat, PowerPoint, MS Teams, Outlook and in working with website maintenance and social media platforms.
• Problem solving, decision making, planning and goal setting skills required.
• Ability to work collaboratively with others as part of a team, is required.
• Understanding of the needs and experiences of students required.
• Must be able to employ culturally inclusive active listening techniques.
• Must demonstrate sensitivity in working with students from diverse cultural and linguistic backgrounds and in working with students with disabilities.
• Must be able to maintain confidentiality that follows FIPPA and PHIA requirements.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Knowledge of agricultural or biological sciences; instructional or administrative experience in a research-intensive unit preferred.
• Demonstrates a professional appearance and demeanor in the workplace.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Student Advising

• First point of contact for the graduate program and is responsible for correspondence and inquiries related to the department/program including communicating with staff, students, potential applicants and general public. Communicate with staff, students and faculty interpreting Department and Faculty of Graduate Studies policies and regulations regarding the graduate program, disseminating relevant information.
• Advise prospective students on admission, registration, course load and program regulation requirements of the Faculty of Graduate Studies and the Department’s Supplemental Regulations.
• Initiate administrative graduate program processes and forms pertaining to the graduate program.
• Coordinate the application process for graduate students.
• Maintain files for graduate students.
• Track graduate student progress and provide statistical reports as required.
• Notify students of award/scholarship application processes and deadlines.
• Provide appropriate referrals for international students (e.g., International Centre).
• Administer final graduation audit on graduating students, ensuring departmental Supplemental Regulations are met.
• Prepare supporting letters for students to obtain study visas and permit applications and/or renewal.
• Manage confidential processing of examination results.
• Books rooms and prepares forms for thesis defenses.
• Verify students’ advisory committee for thesis examination, ensuring members meet University qualifications.

Program Administration Duties (in consultation with the Graduate Chair or Department Heads)

• First point of administrative contact for the Faculty of Graduate Studies.
• Review (and revise as required) graduate program information on the departments’ websites.
• Bring forward the Graduate Studies changes to policy and procedure to the Graduate Chair for discussion at Department Council/Graduate Studies Committee and makes recommendation.
• Facilitate the student award selection process, including coordinating and facilitating meetings with Graduate Studies Committee, taking minutes, and processing final award allocations.
• Provide GPA calculations for admission purposes, awards and scholarships.

Admissions

• Manage admission applications to the graduate programs in the Plant and Soil Science Departments following established UM Admission policies. Liaises with the Faculty of Graduate Studies, faculty members and advises prospective students on admission requirements of the Faculty of Graduate Studies and the departments.
• Evaluate and assesses international and Canadian transcripts for admission purposes, entrance scholarships, and awards.
• Review completed admission applications in accordance with Faculty of Graduate Studies, ensuring all documentation is complete and meets minimum entrance requirements.
• Head reviewer and final approver of admission applications in application portal.
• Facilitate the Department admission process by supporting the faculty advisor and Department Graduate Committee when reviewing applications.
• Coordinates deferred admissions due to immigration or logistical concerns.
• Evaluate documents and assesses international and Canadian transcripts for GPA calculations for admissions and/or entrance scholarships.
• Coordinate Faculty of Graduate Studies and departmental review of applications for Canadian and International students, ensuring they are processed fairly and promptly as per FGS and Department.
• Assess students’ academic situations, identifies barriers to progress, and provides guidance, support, and referrals to appropriate resources.
• Coordinate deferred exams for undergraduate and graduate students in Plant Science and Soil Science courses. Manages and submits change of grade for students.
• Manage graduate Visiting Student Researchers (VSR) students under the Departments of Plant Science and Soil Science, registered in The Faculty of Graduate and Postdoc Studies.
• Ensure graduate program changes/updates, including course additions, deletions, and process changes, are processed and implemented with Faculty of Graduate Studies.
• Participates in and assists with organizing FAFS and departmental recruitment events.
• Maintain and update Departments’ submissions to the graduate calendar, making recommendations for revisions.
• Assist department head with data gathering and completion of documentation to support graduate program review. Coordinates program review site visit meetings, organizes catering logistics in collaboration with VP Academic office and external reviewers.
• Coordinate course offerings with the Departments and arrange to have those loaded into Aurora for scheduling.
• Obtains chair for candidacy exams and submits results to FGS.
• Organizes presentations by proposed Adjunct Professors Acts as liaison between Adjunct Professors and the Department.

Departmental Administration

• Resource for the Plant Science Graduate Studies Committee.
• Monitors graduate student Departmental policies and procedures, recommending and enabling updates. Assists in drafting new policies and procedures with Dept Head.
• Liaise’s with FAFS Student Services regarding additions and changes to the undergraduate academic calendar.
• Provide confidential support for Department Head and Associate Heads as backup to Confidential Assistant to Department Head.
• Perform other related duties 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.