College of Rehabilitation Sciences

Rady Faculty of Health Sciences

Position number: 38232

Date posted: September 11, 2026

Job details

Graduate Programs Coordinator - AA1 (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

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Appointment Dates

September 23, 2026 to September 23, 2027

Trial/Probation period

840 hours worked For more information please contact: Julio Molina-Herrera - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Undergraduate degree in a related discipline required with 2 years’ directly related experience preferred.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

- One year of directly-related administrative experience.
- Graduate Program Administration: Knowledge of university academic policies, graduate student processes, admissions, and awards.
- Project Coordination: Ability to manage multiple projects, timelines, priorities, and stakeholders simultaneously.
- Communication Skills: Strong written and verbal communication skills, including creating procedures, guides, marketing materials, and program communications.
- Committee and Governance Support: Experience coordinating meetings, maintaining records, and supporting committee operations.
- Data Management and Reporting: Ability to maintain confidential information and prepare accurate reports and documentation.
- Relationship Management: Ability to build effective working relationships with students, faculty, staff, and university partners.
- Problem Solving and Initiative: Strong organizational and analytical skills with the ability to work independently.
- Technology and Systems Proficiency: Demonstrated proficiency with Microsoft 365 applications, including Excel for reporting and data management, Microsoft Forms for information gathering and process administration, and Power Automate for workflow automation and process improvement. Experience with SharePoint, Teams, Outlook, Aurora, Slate, Banner, and other academic administration systems is considered a strong asset.
- Event Coordination: Experience supporting orientations, workshops, recruitment activities, academic events, and awards functions.
- Knowledge of University of Manitoba, Rady Faculty of Health Sciences and College of Rehabilitation Sciences policies and procedures is required.
- Experience providing high level customer service in a University setting required.
- Proficient in Microsoft Office modules – Outlook, Word, Excel, PowerPoint required.
- Experience with assisting University students and faculty is preferred.
- Experience with University software systems such as Aurora, EPIC, Concur preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Advanced skills in Microsoft Word, Outlook, Excel, PowerPoint required.
- Ability to manage heavy workload at peak periods throughout the year required.
- Ability to multi-task and be versatile while functioning effectively and efficiently in a demanding, busy environment required.
- Ability to communicate effectively with all levels of staff, students and the public in a skilled, diplomatic manner required.
- Ability to set priorities,



multi-task and work effectively under pressure and time-constraints is required.
- Ability to take initiative and contribute in a collegial manner within a team is required.
- Effective time management, organizational, decision-making & problem-solving skills required.
- Ability to complete tasks with little or no supervision is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Familiarity with University Policy & Procedures considered an asset.
- Knowledge of College of Rehabilitation Sciences, and the University of Manitoba considered an asset.

Key responsibilities

PhD Program Development and Implementation:

- Coordinate implementation activities supporting the launch of the PhD in Rehabilitation Sciences program.
- Develop and maintain program marketing materials, recruitment resources, brochures, and promotional content
- Review existing MSc program materials and adapt resources, templates, and procedures for PhD program implementation.
- Collaborate with Communications staff to review and update website content to accurately reflect the PhD in Rehabilitation Sciences program.
- Create and maintain faculty and student resource materials, including:
- Welcome packages
- Orientation materials
- Student handbooks
- Faculty advisor resources
- Frequently asked questions
- Academic procedures and templates

- Develop and maintain graduate program communications through Teams, SharePoint, shared mailboxes, and web resources.
- Assist with graduate recruitment activities, information sessions, and prospective student inquiries.
- Support implementation of admissions processes and system requirements related to Slate and graduate admissions.
- Review and document graduate program administrative processes and identify opportunities for continuous improvement.
- Assist with governance planning, committee development, and review of Terms of Reference as required.
- Update organizational charts, governance documents, and program resources to reflect the addition of the PhD program.
- Conduct environmental scans and research best practices related to graduate student administration, recruitment, onboarding, and student success.
- Lead and support special projects that contribute to graduate program growth and operational readiness.

MSc Program Cross-Training and Administrative Support:

- Receive training and progressively assume responsibilities associated with MSc Rehabilitation Sciences program administration.
- Serve as a secondary contact for current and prospective MSc students regarding admissions, registration, program requirements, and policies.
- Learn and support admissions processes, admissions documentation, rankings, scholarship nominations, and student communications.
- Assist with maintaining student records and confidential program files.
- Learn processes related to student progression, annual progress reports, proposal presentations, thesis defenses, and graduation audits.
- Support the preparation and processing of student correspondence and academic documentation.




- Assist with registration support, course administration, and graduate program record keeping.
- Participate in coordinating orientations, research seminars, workshops, and graduate student events.
- Support maintenance of program records, Graduate Calendar updates, course information, policies, and procedures.
- Develop process documentation and training materials to support knowledge transfer and operational continuity.
- Work closely with the incumbent and Program Chair to gain familiarity with all operational aspects of the MSc program.

Graduate Awards and Committee Support:

- Receive training in graduate awards administration processes and procedures.
- Provide administrative support to graduate program committees, including preparation of agendas, meeting materials, minutes, and follow-up actions.
- Assist with coordinating graduate awards, scholarships, bursaries, fellowships, and travel awards.
- Collect and compile student information required for award processes.
- Support calls for nominations and preparation of award nomination packages.
- Assist with verification of recipient eligibility and submission of award recommendations.
- Maintain award-related records, documentation, and committee files.
- Monitor award administration processes and support communication with university partners.
- Assist with graduate recognition events, awards ceremonies, and convocation-related activities.
- Review and document awards administration procedures to support future operational continuity.

Project Deliverables By the conclusion of the 12-month appointment, the incumbent will:

- Develop foundational administrative infrastructure for the PhD in Rehabilitation Sciences program.
- Create a suite of student and faculty resources supporting the PhD program launch.
- Review and update graduate program web and recruitment materials.
- Establish and document PhD admissions and communication workflows.
- Complete cross-training in MSc Rehabilitation Sciences program administration.
- Complete cross-training in graduate awards administration.
- Develop process maps, guides, and operational documentation to support future program continuity.
- Identify opportunities for administrative efficiencies and process improvements across graduate programs.
- 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 [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.

📌 Graduate Programs Coordinator(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg