PT Program Assistant - OA4 (AESES)

UM Careers; Winnipeg; On-site; CAD 45,000 - 61,000; Full time

Job summary

The University of Manitoba is seeking a detail-oriented Administrative Assistant to support Graduate Studies and Registrar’s Office operations. The role handles inquiries from students, staff and the public, processes grade changes, exams, and payroll-related forms, and ensures timely recordkeeping using Aurora and VIP.

Candidate must have formal training plus several years of office experience, strong MS Office skills, and the ability to work independently and as part of a team.

Qualifications

• Formal training program in a related discipline plus three years of directly related experience.
• Experience with student queries and office duties in a post-secondary setting preferred.
• Experience with MS Office at an intermediate level required.

Responsibilities

• First point of contact for inquiries from students, staff and the public.
• Process grade changes, supplementary exams, and late grade submissions.
• Coordinate pre- and post-exam procedures and recordkeeping using Aurora and related systems.
• Prepare grade spreadsheets and assist with Graduate Studies administration.
• Support HR/payroll activities including timesheets and VIP entries.
• Provide event and recruitment support for academic programs and admissions.

Skills

MS Office

Astra

EPIC

Concur

VIP

Communication

Organization

Independent work

Customer service

Education

Formal training program in related discipline + 3 years of directly related experience

Tools

Astra

EPIC

Concur

VIP

Microsoft Office Suite

Job description

Work schedule: 35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

Salary: $24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)plus vacation pay

Appointment Dates October 19, 2026 to April 19, 2027

840 hours worked

For more information please contact: Julio Molina-Herrera - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus three years of directly related experience required, preferably in a post-secondary office setting.

EXPERIENCE:

• Experience working and dealing with queries and problems effectively is required.
• Experience with Microsoft Office Suites at an intermediate level required.
• Must have related office experience.
• Experience with general office equipment, all-in-one printers is an asset.
• Support at a University or other post secondary academic level experience would be considered an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Proficiency using MS Office Suite is required.
• Familiarity with software in use at U of M such as Astra, EPIC, Concur, VIP is required
• Must have a basic knowledge of general office practices with the ability to organize and prioritize standard secretarial, reception, bookkeeping and clerical functions is required.
• Excellent communication, professionalism, organizational and interpersonal skills are required.
• Ability to establish and maintain effective working relationship with staff, students and the public, ability to understand student problems, is required.
• Ability to work independently with minimal direction is required.
• Must be highly organized and motivated is required.
• Demonstrated customer service orientation required. Must be able to work well as a team member is required.
• Must be able to establish effective rapport with visitors, respond appropriately and communicate information effectively verbally and in writing is required.
• Excellent planning and organizational skills are required.
• Demonstrated ability to take initiative and work independently is required.
• High level of attention to detail and analytical thinking is required.
• Must be able to handle multiple priorities is required.
• Must be able to maintain confidentiality of information is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• A general knowledge of University of Manitoba, Rady Faculty of Health Sciences and College of Rehabilitation Sciences policies, regulation, programs and procedures is preferred.

Key responsibilities

Under the guidance of the each of the Department Assistant, the incumbent:

• Is the first point of contact for inquiries from students, staff and the public.
• Is the first point of contact with Graduate Studies and Registrar’s Office for student updates, deadlines, Aurora system changes, graduation lists, etc. Keeps faculty apprised of deadlines, late grade requirements, etc.
• Processes Change of Grade, Supplementary Exam, and Late Grade Submission forms.
• coordinates pre and post-exam procedures, including formatting of exams, providing required supplies, completing Optional Scoring Request Sheet for submission with answer sheets for marking, recordkeeping of exams, etc.
• Prepares grade spreadsheet for MPT Student Progress Committee meetings.
• Coordinates alumni requests for information. Researches information, drafts letters, completes required forms, compiles historical course information, etc., utilizing Aurora Student and the Legacy database (extract from IMS).
• Supports interview process for MPT admissions interviews, e.g., coordinates volunteers, prepares interview packages, filing student records, event set-up, etc.
• Creates/updates MPT class lists, attendance rosters, advisory group lists.
• Completes preliminary graduation eligibility checks and prepares potential graduate list for Graduate Studies.
• Annually updates MPT course and instructor evaluation schedule.
• Attendsmeetings and drafts minutes.Circulate agenda & other meeting materials as needed.
• Processes orders via EPIC, VISA and other university systems. Sources vendors for pricing of equipment and supplies.
• Prepares and processes secondment agreements and contracts, liaising with external facilities and U of M regarding collection of required information.
• Prepares and process nil appointment forms, letters of offer, and required HR forms.
• Collects/manages timesheets and enters weekly payroll hours in VIP. Processes payroll for the Departments.
• Prepares and submits all Corrections & Additions Timesheets.
• Reconcile payroll timesheets/pay authorization.
• Processes HR paperwork for Departments such as non-UMFA Academic hires, student hires, research hires. Circulates forms for signature.
• Provides support for research colloquiums e.g., booking space, developing/distributing advertising, collecting RSVP’s, creating program/handouts, ordering refreshments, assisting with registration on day of event, arranging payment of honorariums, etc.
• Photocopying for poster displays and research-related tasks.
• Support to academics while on research/study leave.
• Provides back-up and support to the Administrative Assistant as assigned.
• 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.