Faculty of Education

Position number: 30434

Date posted: March 27, 2026

##Job details

Academic Programs Assistant - OA5 (AESES)

New 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:

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

Appointment Dates

April 27, 2026 to September 17, 2027

Trial/Probation period:

840 hours worked

For more information please contact: Iryna Tsybukh, HR Coordinator - Iryna.Tsybukh@umanitoba.ca (2044746829)

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

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

EXPERIENCE:

• Four years directly related experience with student services, admissions, course scheduling and registration at an educational institution is required.
• Working knowledge of Aurora-Student, Hobsons/Radius and Ad Astra required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Excellent problem solving skills is required.
• Excellent interpersonal skills, tact and diplomacy is required.
• Ability to communicate with all levels of staff are required.
• Strong organizational skills are required.
• Must have advanced knowledge of Microsoft Word (mail merges, report creation); Access (queries, reports, forms), Excel (editing and manipulating data, creating templates).
• Must be organized and able to set priorities and meet deadlines.
• Demonstrate ability to multitask and show initiative is required.
• Demonstrate sensitivity in working with students from diverse cultural and linguistic backgrounds and in working with students with disabilities is required.
• Demonstrate ability to learn and retain a variety of information about the program and the complex details related to the various aspects of said program are required.
• Must be organized and able to set priorities and meet deadlines.
• Demonstrate ability to multitask and show initiative is required.
• Demonstrate sensitivity in working with students from diverse cultural and linguistic backgrounds and in working with students with disabilities are required.
• Demonstrate ability to learn and retain a variety of information about the program and the complex details related to the various aspects of said program is required.
• Must have a sensitive, helpful disposition and be able to exercise tact and good judgement.
• Must be able to relate well to the general public, especially to students and future students.
• Demonstrate ability to work independently and collaboratively in a team environment are required.
• Demonstrate qualities of diligence, integrity, patience and tact is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• In-depth knowledge of the programs offered by the Faculty of Education (undergraduate) an asset.

##Key responsibilities

• Manages the submissions to Senate for the Faculty.
• Advises the Admin Team and academic staff, and consults with the University Secretary’s Office and Faculty of Graduate Studies about procedures.
• Prepares submissions to Senate and responds to requests for changes and additional materials from the University Secretary’s Office and Faculty of Graduate Studies.
• Works with the Admin Team and faculty members to organize and complete course and program changes to Senate.
• Tracks all motions through the various committees where approval is required.
• Working with Database/Web Developer to develop internal system for tracking all motions to Senate
• Communicates in writing to Student Services changes to courses/programs.
• Monitors topics courses in all programs to ensure compliance with Faculty policies on frequency of offering and with Registrar’s Office policies and guidelines.
• Manages the course scheduling process for Summer Term, PBDE and Graduate programs in consultation with the Department Heads and the Manager, Finance & Administration, working with the Coordinator, Undergraduate Program, the Manager, Finance & Administration and the Database/Web Developer..
• Assists with building cohort timetables, making recommendations to best meet the needs of the students (Pre-Service and In-Service teachers) and instructors.
• Enters and updates in Aurora ensuring accuracy and problem solving any conflicts that arise.
• Maintains database of course descriptions for all Topics courses transferring this information to Aurora-Student during scheduling for the Topics courses being offering in the current year.
• Ensure that all short titles of Topics courses are consistent from one year to another in Aurora-Student.
• Prepares the course information for e-newsletter and web publication for PBDE and Graduate Programs.
• Works with Coordinator, Undergraduate Programs and Database/Web Developer to develop and maintain accurate course information in Faculty Databases.
• Adds course descriptions in Aurora for topics courses being offered each term.
• Works with the Coordinator to prepare registration information for undergraduate students (B.Ed. & PBDE).
• Works with the Coordinator to assign cohorts to students on the database and ensures accuracy in Aurora for each student.
• Works with the Coordinator to review student progress to ensure that registration runs smoothly.
• Registers students where required.
• Investigates and troubleshoots, in consultation with the Coordinator, Undergraduate Programs, any problems that arise during the registration process for PBDE and Graduate level courses.
• Provides recommendations to the Coordinator, Undergraduate Programs to develop and implement an on-going effective registration procedure for the B.Ed. program.
• Identifies problems and comes up with solutions to improve service and efficiency of registration for PBDE and Graduate courses.
• Answers student enquiries related to registration.
• Assists with organizing the writing skills exercise (or proposed applicant profiles) in consultation with the Coordinator, Undergraduate Programs, setting up the onsite writing skills sessions and preparing information to distribute to proctors for students unable to come to the University of Manitoba to complete their writing skills exercise.
• Works with Coordinator, Undergraduate Programs to invigilate onsite writing skills sessions outside normal business hours.
• Collects, organizes and prepares the completed written exercises for distribution to the marker.
• Receives and assembles applicant documentation and downloads electronic data.
• Assists the Coordinator, Undergraduate Programs with verifying the calculation of major/minors credit (B.Ed.) hours on applications.
• Assists the Coordinator, Undergraduate Programs in preparing information for the Associate Dean (Undergraduate) and/or Selection Committee.
• Assists the Coordinator, Undergraduate Programs in verifying conditions of admission and updates database(s).
• Confirms with Admission Office that conditional admissions have been cleared.
• Assists with updates and changes to the Faculty of Education section of the University Calendar ensuring accuracy of the Faculty’s Senate-Approved regulations.
• Document processes for admissions, registration and course scheduling.
• Assist other members at peak workload conditions.
• 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.