Department of English, Theatre, Film & Media

Faculty of Arts

Position number: AY971

Date posted: May 5, 2026

Job details

Graduate 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:

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

Expected Start Date

July 20, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Anca Lovin - Anca.Lovin@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

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

EXPERIENCE:

• 3 years of directly related administrative experience required.
• Experience working in post-secondary institution is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Knowledge of the regulations, policies, procedures, academic programs and/or courses within the University preferred.
• Must have strong interpersonal and communication skills and abilities.
• Must have the ability to communicate in a professional and respectful manner.
• Strong time management and organizational skills required.
• Ability to analyze and apply policies and procedures required.
• Proven ability to build and maintain effective working relationships with faculty, staff, students and the public required.
• Proven ability to work within a culturally diverse environment required.
• Ability to maintain confidentiality is required.
• Ability to complete tasks with a high level of attention to detail required.
• Ability to manage multiple priorities and deadlines simultaneously required.
• Must work well with others in a co-operative, team environment.
• Proficiency with Microsoft 365 (Word, Excel, Teams, Outlook) required.
• Proficiency with HRIS and Payroll systems (UM Careers, VIP, JUMP, etc.) is preferred.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Knowledge of the Graduate Program administration preferred.

Key responsibilities

Reporting to the Department Lead Administrative Assistant, the Graduate Program Assistant works closely with the Academic Graduate Chair in administering all aspects of the Pre-MA, MA, and PhD programs in literature. Responsibilities include:

• Advising on university policies, procedures, and programs as they pertain to graduate studies in English.
• Managing graduate applications from initial inquiry to submission to the Faculty of Graduate Studies.
• Independently drafting routine correspondence, organizing Selection Committee meetings, scheduling candidacy exams, and generating statistical reports, and
• Partners with Faculty of Graduate Studies in communicating with students. advises graduate students on registration procedures and program requirements, arranges appointments for students to meet with the Graduate Chair, removes registration blocks, assists students with registration, and monitors graduate course enrolments.
• Organizes room reservations, create notifications, and disseminates announcements for all public thesis defences. For PhD students, these responsibilities extend to arranging colloquia and coordinating travel arrangements.
• Supports the Graduate Chair in ranking of student applications including GPA calculations and the collection of pertinent materials.
• Coordinates and processes graduate and undergraduate awards.
• Processing annual progress reports.
• Maintaining all paper and electronic files in accordance with appropriate file retention guidelines.
• Completion of Department payroll on a weekly basis and maintaining a record of hours submitted.
• Provides administrative assistance to the Associate Head regarding academic misconduct matters.
• Covering the responsibilities of the General Office in the absence of the OA4 (during breaks, illness, or vacation time) and for providing assistance during peak periods.
• When necessary, they will assume some of the duties, in the absence of the Administrative Assistant.
• Maintaining the Graduate Program in English web pages and work with the Theatre Coordinator and Arts Communication regarding publicity for Theatre productions.
• Coordinating, updating, editing, and distributing the Department's Events Calendar and course listings, ensuring that they adhere to current program requirements.
• Production and distribution of the departmental newsletter, departmental posters and any promotional material as required by the Department.
• Coordinate departmental events.

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.