Graduate Program Assistant - OA5 (AESES)

College of Community & Global Health

Rady Faculty of Health Sciences

Position number: 30343

Date posted: July 30, 2026

Job details

Graduate Program Assistant - OA5 (AESES)

Revised Regular Continuing Full-Time (Budget Funded)

Yes

Yes

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

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

Expected Start Date

August 17, 2026

840 hours worked

For more information please contact: Erin Langford - ***email_hidden***

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE

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

SKILLS AND ABILITIES

• Excellent written and verbal communication skills with the ability to communicate effectively with students, faculty, staff and the public are required.
• Excellent organizational skills with demonstrated ability to manage multiple priorities, competing deadlines and cyclical workloads are required.
• Proficiency in Microsoft 365 applications and the ability to effectively use and learn University administrative systems, databases and technology tools is required.
• Demonstrated proficiency in spreadsheet and database applications, including the ability to maintain records, prepare reports and manage administrative tracking systems is required.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive student, faculty and administrative information is required.
• Demonstrated ability to organize, coordinate and complete complex administrative processes accurately and within established timelines is required.
• Demonstrated ability to work independently within established procedures and exercise sound judgment when determining priorities and managing workload.
• Assign and execute tasks in a timely fashion is required.
• Work well with academic staff on the Graduate Studies Committee and with HR forms is required.
• Work well with graduate students, staff and the public, employing tact and patience
• Demonstrated attention to detail and commitment to accuracy in handling records, reports and administrative documentation.
• Ability to work both independently and collaboratively as part of an administrative team.
• Multi-task efficiently and manage changing priorities is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS

• Commitment to ongoing professional development and continuous learning related to graduate education administration and administrative best practices is an asset.
• Experience working in a culturally diverse environment and demonstrated commitment to equity, diversity, inclusion and accessibility is an asset.

Key responsibilities

Graduate Program Administration & Student Support

• Provide information regarding routine graduate program policies, procedures, deadlines and requirements and refer complex or interpretive inquiries to the Graduate Program Administrator.
• Maintain student records, files, databases and graduate program tracking systems, ensuring information is accurate and up-to-date.
• Maintain records and files, and provide administrative support for graduate program activities, including assisting with Master of Public Health (MPH) student placements as required.
• Coordinate the distribution, collection and tracking of annual student activity reports and supporting documentation.
• Coordinate the distribution, collection, review, tracking and processing of annual student progress reports in accordance with College and Faculty requirements.
• Coordinate administrative aspects of graduate course evaluation processes and maintain evaluation records.
• Assist with updating graduate student handbooks, forms and administrative resources.
• Maintain graduate program information, evaluation records and related data within University systems.
• Provides logistical and administrative support for graduate student recruitment and promotion activities, including open houses, information sessions, advertising of graduate course offerings, recruitment events, registration tracking, event communications and materials preparation.
• Coordinate logistical and administrative arrangements for annual graduate student orientation activities.
• Coordinate administrative and logistical arrangements for MPH final presentations, including scheduling, room bookings, communications and distribution of materials.
• Assists with the preparation and distribution of committee materials, reports, and supporting documentation for graduate-program related committees.
• Maintains committee records, action item tracking documents, and administrative files as directed by the Graduate Program Administrator.
• Provide administrative support for graduate student travel awards and other discretionary student funding programs.
• Other related duties as assigned.

Graduate Course Scheduling & Academic Logistics

• Coordinate administrative aspects of graduate course scheduling, including collection of instructor availability, maintenance of course offering information and communication of scheduling information to faculty and students.
• Request and coordinate teaching space for graduate courses and related program activities.
• Liaise with University scheduling offices regarding room bookings, scheduling changes and course scheduling information.
• Maintain graduate course scheduling information within University systems and administrative records.
• Escalate scheduling conflicts or unusual scheduling issues to the Graduate Program Administrator.

Graduate Admissions Administration

• Serve as the primary administrative contact for routine admissions inquiries related to the CCGH graduate programs and provide information regarding admission requirements, application procedures and deadlines.
• Maintain the graduate program admissions email account, respond to routine inquiries and ensure automated communications remain accurate and current.
• Coordinate administrative processing of graduate applications within Slate and related systems.
• Calculate and document applicant GPAs in accordance with established guidelines.
• Prepare admissions information, application summaries and supporting documentation for review by the Graduate Program Administrator, Associate Dean, Graduate and Admissions Committee.
• Monitor the status and progression of graduate applications and follow up regarding outstanding documentation to ensure timely processing.
• Compile, verify and distribute confidential admissions documentation for review by authorized reviewers.
• Establish student records and update graduate program databases, tracking systems and administrative records for newly admitted students.
• Process approved admission deferrals and maintain associated documentation.
• Refer admissions exceptions, unusual applicant circumstances and matters requiring interpretation of policy or regulations to the Graduate Program Administrator.

Awards Administration

• Coordinate communication of award opportunities, eligibility information and application deadlines to students and faculty.
• Calculate GPAs and prepare supporting award information in accordance with established criteria.
• Receive, review and track award applications and follow up regarding incomplete submissions.
• Coordinates award application intake, tracking, documentation, communications and preparation of materials required for award committee review.
• Process award documentation and notifications for approved recipients.
• Maintain award databases, spreadsheets and administrative records.
• Maintain award program email accounts and respond to routine inquiries.
• Maintain award-related information on websites and other communication platforms.
• Submit award information and supporting documentation to RFHS and University administrative units as required.
• Compile and maintain information required for award tracking, reporting and administration.

Graduate Student Evaluation, Examination & Graduation Administration

• Coordinate all administrative activities related to the CCGH PhD Candidacy Examination process, including correspondence with students, scheduling examinations, booking rooms, arranging technology requirements, distributing examination materials and processing examination results.
• Serve as examination invigilator as required.
• Assist students, advisors and the Faculty of Graduate Studies and Postdoctoral Studies with oral presentations, thesis defences and associated documentation.
• Assist with verification of graduation lists and degree completion requirements for MSc, MPH and PhD students.
• Maintain graduate student and alumni tracking databases and reports.
• Assist with student registration activities, including resolving routine registration issues and supporting course registration processes.
• Update faculty expertise lists, faculty recruitment-of-students information and graduate records.
• Assist with organization of Graduate Student Research Day and other graduate program events.
• Complete hospitality documentation and coordinate catering, facilities and event logistics as required.
• Prepare and proofread routine correspondence, reports and administrative documents.
• Respond to routine telephone and email inquiries regarding graduate programs and graduate student processes.
• Prepare reports related to graduate student awards and graduation activities.
• Provide backup support for the Graduate Program Administrator during absences or periods of increased workload.
• 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 View email address on ca.workus.org or View phone number on ca.workus.org. 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.