Undergraduate Program Assistant - OA5 (AESES)

College of Community & Global Health

Rady Faculty of Health Sciences

Position number: 38038

Date posted: July 10, 2026

Job details

Undergraduate Program Assistant - OA5 (AESES)

New 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 3, 2026

840 hours worked

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

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING

• Formal training program in a related discipline from a recognized institute, plus four years of directly related experience

EXPERIENCE

• Two years of directly related administrative experience involving undergraduate student programs preferred.
• Proficiency with UM Careers, finance, VIP, Concur, EPIC, etc. essential.
• Effective administrative skills for human and financial resource management are required.
• Ability to understand and interpret University policies and procedures, and unionized student and sessional instructor collective agreements are essential.
• Ability to build working relationships with a variety of stakeholders ranging from faculty, staff, students, the university community, and the public is required.
• Experience establishing office process and procedure is an asset.
• Knowledge of the University of Manitoba student policy and procedures is an asset.
• Knowledge of Community Health Sciences programs would be an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES

• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines is required.
• Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency.
• Attention to detail and accuracy of work is required.
• Excellent interpersonal and communication skills (oral and written) required.
• Ability to establish and maintain effective working relationships with various levels of internal and external contacts.
• Ability to communicate effectively with all levels of staff and the public.
• Ability to process large numbers of documents with speed, accuracy and attention to detail in order to meet strict deadlines.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, etc), Adobe is required.
• Ability to work independently and demonstrate a high degree of initiative is required.
• Ability to transition between tasks frequently.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS

• Commitment to ongoing professional development an asset.

Key responsibilities

Undergraduate program Support

• Interpret policies, procedures, and regulations for undergraduate programs to guide and assist staff, Faculty, students, and the public.
• Assists with day-to-day operation and delivery of the CCGH Undergraduate Program.
• Monitor course enrolment and prepares reports.
• Provide administrative support to the Undergraduate Program Coordinator and Associate Dean, Undergraduate Programs.
• Order and maintain supplies for faculty and the undergraduate program.
• Liaise with University departments, faculties & units, developing and maintaining positive working relationships.
• Coordinate and attend meetings; prepare agendas and record minutes.
• Plan and execute undergraduate program events.
• Manage final exam information and submit to the Registrar’s office.
• Respond to requests from former students requesting past course syllabi.
• Communicate with IHP/FSS students for representation on the Undergraduate Committee.
• Provide administrative support to the Associate Dean, Undergraduate Programs.
• Write reports for the Undergraduate Committee, College Council, and annual reports for Associate Dean’s approval, as requested.
• Submit program updates and content for the undergraduate program CCGH website.
• Prepare forms for course and curriculum changes for submission to SCCCC.
• Assist with annual review and revise/update course and program information for the Academic Calendar.
• Assist with the submission of program awards documentation to the Financial Aid & Awards Office to administer program awards.

Human Resources

• Hire faculty off-load, sessional instructors, teaching assistants, and grader/markers.
• Advise staff and students on HR and payroll matters based on University policies, procedures, and collective agreements.
• Initiate and process administrative procedures and forms required for CUPE appointments within the CCGH undergraduate programs.
• Coordinate posting of vacant positions with UMCareers.
• Initiate offers in VIP and coordinate on-boarding.
• Prepare continuances and right of first refusal documentation for sessional instructors, teaching assistants, and grader/markers.
• Coordinate performance evaluations for sessional instructors, teaching assistants and grader/markers.

Financial

• Interpret and administer University policies and procedures related to financial services.
• Maintain financial records and assist in undergraduate budget preparation.
• Prepare reports summarizing data and statistics for the Undergraduate Programs.
• Assist in providing budgetary estimates for Undergraduate Programs.
• Process and reconcile purchase requisitions and invoices using EPIC as required.
• Purchase office supplies, computer equipment, and furniture for Human Ecology site.
• Process and reconcile transactions through Visa Purchasing Card (holder).
• Assist in determining GM/TA allotments for sessional and academic instructors.
• Prepare and submit forms for Honoraria and guest speakers.

Other Administration

• Provide administrative assistance to CCGH faculty on the Fort Garry Campus.
• Oversee building issues related to CCGH space in Human Ecology Building.
• Maintain key inventory and refund key deposits.
• Manage telephone and computer equipment inventory for CCGH members at the Fort Garry Campus.
• Maintain employee and student card access for CCGH members and others at the Fort Garry campus.
• Submit and follow-up on all CCGH Human Ecology building requests and work orders.
• Arrange resources for research assistants and visiting professors working at Fort Garry, such as office space, card access, computers.
• 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.