Records & Services Advisor - OA4 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 45,000 - 61,000; Full time

Job summary

University of Manitoba's Registrar's Office is seeking a full-time Registrar's Office Associate to provide front-line service to students and stakeholders. The role includes preparing documents (transcripts, verifications), troubleshooting Aurora access, processing payments, and enforcing holds while maintaining a high level of accuracy and confidentiality.

The successful candidate will work 35 hours per week, Monday to Friday, in Winnipeg, with duties spanning records maintenance, training of

Qualifications

• Completion of a formal training program in a related discipline from a recognized institution required.
• Three years of directly related experience working with students or the general public with at least one year in a post-secondary environment is required.
• Knowledge of University policies and procedures is required.
• Experience in the functioning of the Aurora Student system is required.

Responsibilities

• Provide in-person, phone and email support to students and stakeholders.
• Produce records documents, including transcripts and enrolment verifications.
• Troubleshoot Aurora access and support.
• Process payments for documents and services.
• Enforce holds for services such as transcripts and registrations.
• Train and mentor student staff and new staff members.
• Support graduation and convocation tasks as needed.
• Assist with RO communications and exam coordination.

Skills

Customer service

Attention to detail

Teamwork

Communication

Prioritization

Discretion

Problem solving

Calm under pressure

Education

Formal training program in related discipline

Tools

Aurora Student system

MS Word

MS Excel

MS Access

MS Outlook

Job description

Registrar's Office

Position number: 36623

Date posted: September 21, 2026

Job details

Existing Project Full-Time (Budget Funded)

Full-time: Yes

Permanent: No

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

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

Appointment Dates November 2, 2026 to October 31, 2027

840 hours worked

For more information please contact: Kerri Gregoire - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institution required.

EXPERIENCE:

• Three years of directly related experience working with students or the general public with at least one year of directly related experience in a post-secondary environment is required.
• Knowledge of University policies and procedures are required.
• Experience in the functioning of the University of Manitoba's Aurora Student system is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Expert level knowledge of rules and regulations of the University as well as those specific to faculties/colleges/schools is required.
• Excellent skills in Word, Excel, Access and Outlook required.
• Working knowledge of Internet Explorer or Chrome required.
• Ability to listen to and understand client needs required.
• Ability to remain calm under pressure from deadlines and with many enquiries required.
• Ability to perform arithmetical operations quickly and accurately required.
• Ability to plan, organize and prioritize work independently required.
• Ability to work as part of a team required.
• Ability to explain University rules and regulations to academic administrators, student advisors and other members of the Registrar's Office staff is required.
• Ability to deal effectively with all levels of staff required.
• Ability and willingness to learn new skills required.
• Ability to deal respectfully with sensitive and confidential matters required.
• Ability to work confidentially with discretion using tact, patience, and courtesy required.
• Satisfactory work record, including attendance and punctuality, is required.

Key responsibilities

Student Service

• Provide in-person, phone and email support to students and their stakeholders.
• Produce RO documents, including transcripts, enrolment verifications, and other special request letters.
• Troubleshoot Aurora access and support.
• Accept orders and process payments for RO documents and services.
• Enforce University holds for RO services, such as transcripts, parchments, and registration.
• Train and mentor student staff and new staff members.

Registrar's Office Support

• Provide support to the Convocation Coordinator on tasks related to graduation and convocation, including proof‑reading graduation lists, producing graduation letters, parchment preparation, and assisting at convocation ceremony events.
• Provide support related to communication functionality, including Ask UManitoba, RO Website, and RO Intranet.
• Provide support to Exam Coordinator by proof‑reading exam lists, assisting with exam packaging and distribution, and exam room setup
• Assist with the production of Photo ID Cards, and provide remote/satellite service
• Provide support to RO Functional and Assistant Analysts for miscellaneous tasks, including Calendar proof‑reading, processing student lists, etc.
• Work collaboratively with other Registrar's Office staff by identifying opportunities for improving business processes and initiating action to implement change.
• Prepare detailed protocols on all work processes and schedules for which they are directly responsible for, and review work processes on a continuing basis making improvements as required.

Records Maintenance & Records Advising

• Create and maintain electronic student records: process grade changes, grade appeals, fee appeals, deferred examinations and late grade submissions; adjust student records for repeated and mutually exclusive courses; correct errors including duplicate PIDM issues; create person records; process name changes; enter holds and honorifics; etc.
• Set up student records in Aurora using primary/secondary functionality.
• At the request of faculties, process late registrations/withdrawals and authorized withdrawals.
• Investigate error reports or discrepancies reported on student records and fee assessments.Make necessary corrections and inform the student.
• Advise faculties, schools, and outside agencies on processes and procedures related to student academic records, such as academic evaluation procedures, repeat rules, grades, GPA calculations, disciplinary comments, graduation, honorifics, etc.
• Enter disciplinary comments on student records.Advise faculty representatives on the correct entry of other types of comments.

Other duties as assigned

• Other duties may include taking leadership positions at annual Convocation events, participating in systems development as a business user, participating in testing and implementing new initiatives that relate to RO services.

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.