Enrolment Services

Position number: 36286

Date posted: July 31, 2026

Job details

Operations Assistant- Office Assistant 5 (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

August 24, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Jody Dewbury - [email protected]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- Completion of a formal training program in a related discipline from a recognized institute is required.
- Training/experience in directly related activities preferred.

EXPERIENCE:

- Four years of related experience working in a post-secondary environment required.
- Experience working in a problem-solving or assessment capacity required.
- Experience working with the public and in a very busy environment required.
- Experience in the functioning of the University's admissions application system Slate, Aurora Student and Banner systems required.
- Knowledge of basic University of Manitoba entrance requirements required, knowledge of
- national and international education systems required.
- Knowledge of University policies and procedures are preferred.
- Experience working in a student-oriented office dealing with issues such as admission, academic advising, registration or counselling preferred.
- Experience in using other computer programs such as InDesign, Drupal, and/or Publisher strongly preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Advanced proficiency in MS Office, with proficiency in database and spreadsheet applications, internet, email applications and web browsers including Zoom and Teams required.
- Excellent oral and written communication skills are required.
- Excellent interpersonal and customer service skills with an ability to handle pressure situations in a professional manner are required.
- Must have superior organizational, problem-solving and time-management skills.
- Must be able to work as a self-starter and to initiate action as necessary.
- Must be able to work well both independently and collegially as a team member, with excellent interpersonal skills and the ability to 'think outside the box' and be open to challenges and
- changes.
- Excellent attention to detail coupled with ability to 'see the big picture' required.
- Must be able to learn quickly, to retain knowledge easily, to seek new knowledge as necessary, and to be able to share this knowledge with others.
- Ability to listen and understand client needs required.
- Ability to explain University rules and regulations to students, academic administrators, and academic advisors required.
- Ability to maintain composure,



positive attitude, and maintain high performance standards under continual pressure required.
- Ability to plan, organize and prioritize work independently required.
- Ability and willingness to learn new skills required.
- Knowledge of HTML preferred.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

- Organization, planning, implementation, control, and evaluation of an efficient and comprehensive system of admission for a group of programs.
- Maintains continuous liaison with faculty representatives and program co-ordinators in the faculties of admission.
- Maintains continuous liaison with high school representatives and university representatives.
- Ensure that the application data and admission files are complete, and everything is communicated to external parties.
- Supporting IUS employees as they navigate applications for the University of Manitoba.
- Provide support to the respective faculties and departments offering courses.
- Evaluates Canadian, American, and international academic and related documents.
- Provides referrals to successful candidates on an ongoing basis..
- Assesses academic credentials at the secondary and post-secondary levels as needed; retrieves and records information on course equivalencies from other universities to assess the transferability of course work for students from outside institutions and to record this transfer credit to the satisfaction of the faculty concerned.
- Ensures accuracy of current student records.
- Recording and follow-up of decisions and follows through with the process of advising students of admission decisions and handling requests for reconsideration.
- Reporting of the application and admission numbers to appropriate units.
- Analyze and assess documentation from different secondary and post-secondary educational systems, both Canadian and international to determine authenticity and eligibility.
- Manage files, collect and assess documents, handle routine updates and inquiries. Assist in obtaining supporting documents, verifying credentials, and informing applicants about their application status. Process applications and related correspondence for specific student categories.
- Provides information regarding English language proficiency requirements, and other tests required for admission to assigned faculties.
- Support the Admission Representatives daily during peak hours to manage volume of inquiries.
- Provides administrative assistance.




- Working with the Lead of Operations & Transfer Credit Evaluations Administrator, coordinates the annual update of the Admissions website and Applicant Information Requirement pages.
- Updates on the website to reflect the final versions of the Applicant Admissions Requirement Information; making content updates as required in terms of extended deadlines, suspended programs etc.
- Facilitating the review of the First-Year Planning Guide, Recruitment Viewbooks, and the Academic Calendar to ensure accuracy of content and that updates have proper approval as required by Senate.
- Annual facilitation of the review and update of content for the IntelliResponse System.
- EDI (Electronic Data Interchange) process for high school grades within Manitoba and northwestern Ontario.
- Build and query creation for the grade request list for the schools and divisions.
- Security Folder approval with IST and external units to meet compliance for grade submission.
- Ensues that all grade files are received on time and follow up as needed to get the grades.
- Identification of grade file errors.
- Formal upload of grades to the system once all errors are corrected.
- Identify courses where provincial course codes are missing in the application system and SIS.
- Reference the provincial Subject Course Table to make the determination of possible addition of the course to UM systems.
- Maintain and update the Admissions Office contact list and distribute accordingly.
- Serves as a resource person for schools, parents, and members of the general public.
- Participation in team meetings.
- Development of monthly activity statistical reports and program admissions statistics.
- Represent the office in campus activities/groups or to volunteer for events.
- 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 [email protected] or (phone hidden). 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.

📌 Operations Assistant- Office Assistant 5 (AESES) (Canada)
🏢 University of Manitoba
📍 Canada