Science Co-Op Program

Faculty of Science

Position number: 27089

Date posted: May 12, 2026

Job details

Science Co-op Program Assistant - OA5 (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:

$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date

July 6, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Geoffrey Anderson - geoffrey.anderson@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal post-secondary program in a related discipline from a recognized institute is required.
• Four (4) years of training directly related to career counselling or recruitment is required.
• Knowledge of STEM disciplines would be an asset.

EXPERIENCE:

• A minimum of three (3) years of directly-related administrative experience with demonstrated ability to manage databases is required.
• Experience with student advising and employer relations is required.
• Experience with event planning and coordination is required.
• Experience in job search support, human resources, career counselling, recruitment, or other similar client services preferred.
• Experience with the administration of a Co-operative Education and/or Work Integrated Learning program would be preferred.
• Experience with resume and cover letter writing and critiquing would be strongly preferred.
• Experience meeting with industry partners through telephone and in-person visits would be preferred.
• Experience with UM CONNECT, UM Learn, and Aurora would be an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional organizational skills with high level of computer proficiency in Microsoft Office, particularly Excel, Word and email and Internet usage required.
• Strong client service focus, excellent communication skills both in person, over the phone with the ability to craft professional correspondence required.
• Positive, pro-active attitude with an engaging manner and exceptional interpersonal skills, demonstrated ability to build positive relationships with students and employers required.
• Ability to contribute creatively to develop marketing strategies and implement promotions through the development of collateral marketing materials and ideas required.
• Ability to coordinate schedules, arrange meetings, and participate in strategic planning required.
• Strong teamwork skills with the ability to make independent decisions in the best interest of all stakeholders required.
• Ability to complete assignments independently with little or no supervision required.
• Ability to multi-task and prioritize and able to handle large volumes of work within tight timelines required.
• Proven accuracy and highly honed attention to detail that requires ability to manage the collection and compilation of large volumes of data, verify information and produce detailed statistical reports required.
• Ability to effectively mentor and assist in advising students required.
• Ability to identify and recommend improvements to processes and implement them with assistance from the Co-op Coordinators required.
• Ability to adapt to new technology, especially new computer software and Internet resources required.
• Knowledge of University of Manitoba and Co-operative Education procedures and practices would be an asset.
• Knowledge of/background in science would be an asset.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Experience with Aurora and website maintenance would be an asset.
• Marketing skills, including development of strategies and materials with excellent written skills, are an asset.
• Ability to work overtime hours and weekend work during peak times is required.

Key responsibilities

Administrative/Operations:

• Respond to student, employer, and other general inquiries regarding Science Co-op, and direct information as appropriate in a professional diplomatic manner.
• Market Science Co-op through direct contact with employers.
• Build positive relationships with students, staff, faculty members, and employers by providing prompt and informed service both in person, and via email or phone enquiries.
• Assist Co-op Coordinators with review of student cover letters and resumes, and answer questions related to interviewing, networking and recruitment processes.
• Track, maintain, and update database of student and employer information using UM CONNECT (Orbis), Microsoft Excel, and other software.
• Ensure Co-op student records and evaluations are up to date and accurate.
• Manage the annual intake of students, developing individual paper and electronic files for each student and track and update student records throughout the course of the co-op program.
• Generate reports and statistics for Co-op Director, Co-op Coordinators, Undergraduate Program offices, Dean’s Office and faculty as requested.
• Maintain and verify electronic and hard copy files of all academic records, work placements, evaluations, co-op work and study permits, and contact information.
• Manage the submission of Student Work Term Reports, Learning Objectives, site visit evaluations, Student and Employer Evaluations.
• Follow up to ensure all submissions are received and stored electronically and provide hard copies to Co-op Coordinators for grading.
• Follow up with students for re-submissions, late submissions, etc.
• Develop, and update spreadsheets to verify all student requirements for the program are complete.
• During recruitment and on-campus interview periods occurring each semester, electronically manage the following using various computer programs:
  • Format and post jobs on co-op website using UM CONNECT (Orbis).
  • Track all postings and contact data, keeping accurate information on Excel spreadsheets.
  • Collect and ensure completeness of electronic student applications.
  • Answer questions related to application materials, interviewing, job search, etc.
  • Track student applications and employer postings using Microsoft Excel and UM CONNECT (Orbis).
  • Track attendance at mandatory events for students.
  • Distribute application packages to appropriate employers via UM CONNECT.
  • Schedule on-campus and virtual interview dates; prepare and book interview rooms/AV equipment; greet employers.
  • Prepare interview schedules, contact students to schedule interviews, and return schedules to employers.
  • Organize and coordinate reference materials for students in the Co-op Resource Room.
• Assist with the scheduling of co-op student site visits.
• Assist with the scheduling of meetings initiated by the Director and/or Co-op Coordinators.
• Ordering of supplies through EPIC and arrangement of courier deliveries.
• Liaises with Physical Plant, Mail Services and other UM internal departments as required.

Student Advising:

• One-on-one advising with current co-op students or prospective students who are planning to enter the program.
• Ensuring that all degree requirements are being met for current co-op program students.
• Advising new students which courses are required for entering Science Co-op.
• Resume and cover letter critiquing.
• Providing employer feedback to students, post interviews.
• Providing specific information about co-op employers to co-op students.
• Conducting co-op student site visits on-site at employer locations; or virtually.

Employer advising:

• Marketing program and responding to inquiries, explaining benefits of program.
• Carrying out the on-boarding of new employer partners, detailing processes and answering questions/concerns.

Research:

• Research all organizations involved in the programs in order to keep up to date records including contact information, status etc.
• Obtain up to date information and be knowledgeable in the requirements needed for all government programs; including federal/provincial government subsidy incentives and co-op work permits for international students.
• Other related duties/projects as assigned or 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.