Food & Human Nutritional Sciences

Faculty of Agricultural & Food Sciences

Position number: 33473

Date posted: February 5, 2026

Advertised until: February 12, 2026

Job details

MAHN Program Assistant - OA4 (AESES)

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:

$24.27 to $33.05 per hour ($44,171.40 to $60,2151.00 per annum)

Expected Start Date

March 16, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Pam Gauthier - Pam.Gauthier@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

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

• 3 years of administrative experience required, with at least

  two years of directly related administrative experience supporting student programs is required, including experience working with graduate

  ‑

  level university students.

• An undergraduate university degree in a related discipline is preferred.

• Knowledge of University regulations, programs, policies, and procedures as they related to graduate studies preferred

  .

EXPERIENCE:

• Experience in maintaining electronic filing systems is required.
• Experience proofreading and formatting documents is required.
• Experience recording meeting minutes is required.
• Experience working with university and student systems is required (Typhon, UMLearn, HSPnet, and/or Slate would be preferred)
• Experience in reviewing and assembling data and preparing annual reports is an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional organizational skills required.
• Effective written and oral communication skills with the ability to provide advice and develop and present informational materials in diplomatic and tactful manner is required.
• Demonstrated proficiency in using advanced features associated with word processing including mail merge, and tools related to creating effective reports required.
• Intermediate knowledge and experience with Microsoft Excel, Microsoft Office Suite, Outlook e-mail, and Microsoft Teams are required.
• Must be able to deal effectively with matters of confidential nature and be sensitive to cultural diversity in the University environment.
• Strong time management skills required.
• Proficient in prioritizing tasks and managing deadlines effectively required. - Must be able to provide information professionally, courteously and in a timely manner.
• Ability to make sound independent judgments and utilize problem-solving abilities required.
• Ability to establish and maintain effective working relationships with internal and external stakeholders required.
• Ability to process large numbers of documents with speed, accuracy and attention to detail to meet strict deadlines required.
• Ability to understand, interpret and address student, preceptor, applicant and other stakeholder problems and concerns required.
• The ability to learn complex computer programs and use them effectively is required.
• The ability to carry out duties with minimal direction and take initiative required.
• The ability to prioritize and work with minimal supervision is required.
• The ability to pay attention to detail and follow instructions is required.
• The ability to proofread and format Microsoft Word and Excel documents.
• The ability to organize and maintain accurate electronic filing systems.
• Familiarity with the Manitoba health care system and/or dietetics is an asset.
• Familiarity with Concur is an asset.
• Knowledge of the University of Manitoba Faculty of Graduate Studies policies and procedures is an asset.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Provides general administrative support to the MAHN Program Coordinator, the MAHN Preceptor Liaison and the Associate Department Head- Dietetics Education as required.
• Schedules meetings, records, and distributes agendas and minutes.
• Monitors and advises program team on program timelines and deadlines
• Organizes and maintains file systems and confidential documentation.
• Prepares and monitors documents (handbooks, manuals, letters, e-mails, forms, etc) for students, internal and external stakeholders.
• Oversees processing and monitoring of affiliation agreements and NIL appointments.
• Interprets policies, procedures, regulations and provides advice and assistance to staff, students and other stakeholders.
• Prepares funding applications with direction from the MAHN Coordinator and Associate Department Head- Dietetics Education as required.
• Tracks and monitors program expenditures and ensures they are within budget.
• Maintains Health Sciences Placement Network (HSPnet) and Typhon databases and prepares entries for placements in consultation with the MAHN Preceptor Liaison.
• Supports preceptor access to University of Manitoba systems and resources.
• Prepares reports summarizing data and statistics relevant to MAHN activities.
• Places orders for supplies, food, parking passes, and handles room bookings for MAHN activities.
• Submits claims through Concur.
• Acts as a liaison within the University and external stakeholders, developing professional contacts.
• Monitors, triages and responds to inquiries through the MAHN general email account.
• Prepares and distributes communication to stakeholders as requested and maintains stakeholder distribution lists.
• Updates information on the FHNS MAHN program webpage.
• Provides logistical program support to MAHN staff, preceptors and students as needed.
• Provides information and advice to current and prospective students related to program and admission policies and university resources.
• Referring to the MAHN Coordinator where appropriate.
• Organizes and participates in MAHN promotional events.
• Organizes applicant admission and selection processes and ensures adherence to timelines with input from the MAHN Coordinator as required.
• Prepares and manages MAHN student applications in Slate for the selection committee to review including the redaction of identifying information.
• Performs GPA calculations.
• Prepares, distributes, and monitors correspondence with applicants and other stakeholders.
• Handles student onboarding processes. Liaises with students and stakeholders as required.
• Coordinates student access to shared health, shared health learning management systems.
• Organizes student orientation week under the direction of the MAHN Coordinator.
• Provides direct administrative support to the FHNS Dietetics Committee. Organizes, prepares agenda and takes and prepares summary minutes for FHNS Dietetics Committee meetings and follows up on action items.
• Organize and attend Dietetics Committee events as requested by the Dietetics Committee Chair.
• Advises Dietetics Committee Chair on relevant university processes and policies as needed.
• Monitors and advises the Dietetics Committee Chair of upcoming deadlines.
• Other duties as assigned.

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 UM.Accommodation@umanitoba.ca 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.