Dr. Gerald Niznick College of Dentistry

Rady Faculty of Health Sciences

Position number: 25384

Date posted: February 5, 2026

Advertised until: February 12, 2026

Job details

Graduate Program Assistant - AA1 (AESES)

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:

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Appointment Dates

February 23, 2026 to July 16, 2027

Trial/Probation period:

840 hours worked

For more information please contact: Kristjana Oliver - kristjana.oliver@umanitoba.ca (2042981593)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Undergraduate degree in a related discipline.
• Knowledge of regulations, policies and procedures as it relates to Graduate Residents, Finance, Human Resources, Academic Programs (Faculty of Graduate Studies) required.

EXPERIENCE:

• One year of directly-related administrative experience required.

• Three years directly-related administrative experience.

• Experience working with Graduate Program Residents an asset.

• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional verbal, written, and analytical skills are required.
• Demonstrated organization, problem solving and time management skills are required.
• Strong attention to detail is required.
• Demonstrated ability to work autonomously, independently manage and complete assigned tasks with minimal oversight is required.
• Ability to work effectively both independently and as part of a team is required.
• Advanced skills in online and cloud-based platforms (e.g. Entrada, MS Teams, Zoom, OneDrive) is required.
• Ability to pay close attention to detail and accuracy is required.
• Quick learner and adaptable to change are required.
• Is expected to demonstrate initiative by recommending / implementing changes to processes to improve efficiency, effectiveness and customer service.
• Strong written and verbal communication skills. Ability to communicate with all levels of staff, students and the public in a courteous and tactful manner is required.
• Proven ability to provide excellent customer service is required.
• Must be organized and can prioritize work and complete work in a timely manner. Ability to work under pressure and meet deadlines is required.
• Ability to work independently and to work as a team is required.
• Ability to maintain confidentiality on confidential matters is required.
• Proficient in use of Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Microsoft Forms, Teams), Adobe Pro and Windows are required.
• Familiarity with web and electronic evaluation systems and other education software packages is required.
• Working knowledge of University Research procedures, e.g. Ethics approval, Funding Application, granting agencies is required.
• Working knowledge of postgraduate and undergraduate education processes and policies is required.
• Knowledge and understanding of education at all levels is required.
• Excellent multi-tasking and problem-solving skills, flexibility and initiative is required.
• Must be able to work at a highly proficient level and to be able to coordinate a variety of activities simultaneously on a daily basis is required.
• Must be capable of working proactively and independently is required.
• Must be capable of working with administrative, education, clinical and research teams to provide a supportive and friendly environment is required.
• The incumbent must have detailed working knowledge of the requirements of the university and be skilled in the handling of student records and student information is required.
• Must be well versed in FIPPA and PHIA and coordinate the appropriate storage of all regulated materials is required.
• Demonstrated ability to work diplomatically, proactively, and independently is required.
• Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency or develop and implement new processes as required.
• Excellent planning, organizational, and project management skills are required.
• Ability to maintain confidentiality and remain open and unbiased in professional attitude is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required

OTHER JOB-RELATED QUALIFICATIONS:

• Experience with Aurora /Student, Aurora Admin (Banner), and Slate systems.
• Knowledge/experience with PGME, and FGS policy and procedures.
• Flexibility in work schedule to accommodate deadlines and special events.

Key responsibilities

Responsibilities:

• Acts as the first point of contact and a resource to all graduate students, program directors, other universities, faculty and the public with respect to the Program content, structure and requirements.
• Handles the admission process by managing applicant inquiries, supporting and reviewing applications for compliance and eligibility, calculating GPAs and rankings, coordinating admission committees and interviews, issuing offers, and assisting international applicants with visa processes.
• Organize the Orientation Schedules for each program and delivers Administrative Orientation on university / departmental and program functions and matters.
• Assists Residents with licensing and documentation submission requirements.
• Coordinates the annual academic Resident Hospital Off-Service Rotation Schedules and enters/amends into the curriculum management system (Entrada).
• Prepare Program and Clinic Timetables for each term and year for all programs.
• Creates / builds program courses in Banner annually (creates unique CRN).
• Advisor to Residents registered in the program, providing information and answering inquiries with respect to registration, fee payment, stipend support, registration revisions, thesis examination, Awards, funding, scholarships, etc.
• Process any late grade forms or changes of grade forms as required.
• Organizes and administers dissertation process.
• Maintains resident files including ethics approval for research projects and annual renewal of study courses.
• Completes an audit on all graduating residents to ensure all required courses have been taken, grades have been entered and that all degree requirements have been met.
• Administers the CDAC Accreditation review process by compiling the information, coordinating meetings and preparing the documentation to be forwarded to CDAC/FGPS.
• Updates the Department/Program sections in the Graduate Calendar, Registration Guide, Supplemental Regulations and Program Web Pages.
• Provides administrative support to the Directors of the Graduate Programs as required.
• Organizes and participates in any events in relation to the different programs.
• Arranges for Oral Examinations (Mock).
• Schedules all yearly committee/instructors' meetings for each program. Attends meetings, takes, transcribes and distributes minutes, prepares and distributes material, notices, agendas, etc. and follows-up on action items with established time frames.
• Acts as the unit expert for Entrada, Aurora Student (Banner), FGPS Slate system
• 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 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.