Dr. Gerald Niznick College of Dentistry

Rady Faculty of Health Sciences

Position number: 32755

Date posted: October 13, 2026

Job details

Graduate Program - AA1(AESES) Existing 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

January 5, 2027 to January 31, 2028

Trial/Probation period

840 hours worked For more information please contact: Kristjana Oliver - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Undergraduate degree in a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

- One year of directly-related administrative experience required.
- Three years directly-related administrative experience preferred.
- Experience working with Graduate Program Residents an asset.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Exceptional verbal, written, and analytical skills are required.
- Demonstrated organization, problem solving and time management skills are required.
- Must have a strong attention to detail is required.
- Demonstrated ability to work autonomously, independently manage and complete assigned tasks with minimal oversight is required.
- Ability to work effectively both independently and as part of a team is required.
- Must have advanced skills in online and cloud-based platforms (e.g. Entrada, MS Teams, Zoom, OneDrive) is required.
- Ability to pay close attention to detail and accuracy is required.
- Must be a quick learner and adaptable to change is required.
- Is expected to demonstrate initiative by recommending / implementing changes to processes to improve efficiency, effectiveness and customer service.
- Strong written and verbal communication skills. Ability to communicate with all levels of staff, students and the public in a courteous and tactful manner is required.
- Proven ability to provide excellent customer service is required.
- Must be organized and have the ability to prioritize work and complete work in a timely manner is required.
- Ability to work under pressure and meet deadlines is required.
- Ability to work independently and to work as a team is required.
- Ability to maintain confidentiality on confidential matters is required.
- Proficient in use of Microsoft Office 365 (Word, Excel, Outlook, Powerpoint, Microsoft Forms, Teams), Adobe Pro and Windows is required.
- Familiarity with web and electronic evaluation systems and other education software packages is required.
- Working knowledge of University Research procedures, e.g. Ethics approval, Funding Application, Granting agencies is required.
- Working knowledge of postgraduate and undergraduate education processes and policies is required.
- Knowledge and understanding of education at all levels is required.
- Excellent multi-tasking and problem-solving skills, flexibility and initiative are required.
- Must be able to work at a highly proficient level and to be able to coordinate a variety of activities simultaneously on a daily basis is required.
- Must be capable of working proactively and independently is required.
- Must be capable of working with administrative, education, clinical and research teams to provide a supportive and friendly environment is required.
- The incumbent must have a detailed working knowledge of the requirements of the university and be skilled in the handling of student records and student information is required.
- Must be well versed in FIPPA and PHIA and coordinate the appropriate storage of all regulated materials is required.
- Demonstrated ability to work diplomatically, proactively, and independently is required.
- Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency or develop and implement new processes as required.
- Excellent planning, organizational, and project management skills is required.
- Ability to maintain confidentiality and remain open and unbiased in professional attitude is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Experience with Aurora /Student, Aurora Admin (Banner), and Slate systems.
- Knowledge/experience with PGME,and FGS policy and procedures.
- Must have advanced skills in online and cloud-based platforms (e.g. Entrada, MS Teams, Zoom, OneDrive) is required.
- Proficient in use of Microsoft Office 365 (Word, Excel, Outlook, Powerpoint, Microsoft Forms, Teams), Adobe Pro and Windows is required.
- Working knowledge of postgraduate and undergraduate education processes and policies is required.
- Flexibility in work schedule to accommodate deadlines and special events.

Key responsibilities

- Acts as the first point of contact and a resource, providing advice and troubleshooting difficulties to all Dentistry graduate applicants, program directors, other universities, faculty and the public with respect to the Program content, structure and requirements.
- Handles and responds to all admission inquiries.
- Ensures applicants have access to accurate information (eg. web page updates).
- Manages, advises, educates and supports end-users of the online application and submission programs and process; program structure and timelines.
- Responsible for functional and technical management of the custom application programs; designing application forms. Ability to maintain a high degree of confidentiality and diplomacy; adherence to privacy rules, regulations and policies regarding student record information.
- Reviews applications, as received, to ensure applicants meet the admission requirements of the program.
- Responsible to ensure admission policies are adhered to during the admission cycle. Reviews and recommends new policies when required.
- Calculates GPA for all applicants and prepares rankings for Program Director.
- Maintains complete and thorough records of all applicants. Maintains statistical information.
- Solicits Admission Committee membership in consultation with the respective program directors.
- Coordinates Admission Committee meetings; prepares and distributes meeting materials, follows-up on action items.
- For invited Candidates, arranges interviews, tours and exams and provides information regarding accommodations and venue.
- Prepares and distributes all Letters of Invitation for interviews and Letters of Offer to successful candidates.
- Notifies all applicants of the final status of their application – acceptance/rejection/waitlist.
- Upon the endorsement of the Admissions Committee, advises the Faculty of Graduate Studies of applicants recommended for acceptance or rejection, acting as Head Reviewer in Slate.
- Submits applicant information to PGME for approval for dual registered programs.
- Assists international applicants with student Visa applications as required.
- Liaises with Financial Services to arrange for successful applicant’s tuition deposit.
- Assists in the administration of the MATCH Program.
- Reviews and updates Admission Committee’s Terms of Reference.

STUDENT RECORD MANAGEMENT/STUDENT SERVICES:





- Compiles and maintains on file of all respective ethics and ethics course approval pertaining to resident’s projects.
- Enters graduate residents’ grades into Aurora Student. Submits late grade forms or change of grade forms as required.
- Ensures In-Training Assessment Reports are completed on Residents by each Academic.
- Ensures Progress Reports are completed on every Resident and submitted to the Faculty of Graduate Studies.
- Advises Residents on processes and procedures (e.g., Supplemental Regulations, thesis committee membership eligibility, Faculty of Graduate Studies, processes, authorized leaves. travel processes, etc.)
- Maintains Resident records for all Residents, past and present, in the Graduate Programs.
- Requests summary of completed procedures by Residents via Log Book/Axium/Entrada Report and complete the Procedure Summary document. Completed at the end of every term/year.
- Arranges for Written and Oral Examinations (Mock) to be conducted on Residents twice per year or as directed by the Program Director. Obtains and books suitable site(s) for the exam (virtual and/or in person). Completes all required pre-exam preparation including establishment of the exam day, time, location and sequestering activities. Solicits exam questions from examiners, formats exams. Ensures security of exam materials before, during and after the examination including secure control of exam papers and props. Facilities movement of students through breakout rooms for virtual oral examination. Sends exams to examiners for marking. Calculates exam final marks based on examiners markings and send these to the Program Director.Ensures that all projects are related to the appropriate budgets, and that all eligible Residents receive stipendiary funding as required.
- Organizes and administers dissertation process (written final reports and oral presentation) for all students; including the evaluation process, award process and subsequent pass/fail grading.
- Oversees Ethics approval for research projects and annual renewal of study courses.
- Maintains resident expenses spreadsheet.
- Coordinates Graduate Program residents travel for conferences and external courses.
- Provides information and advice to residents regarding the COD and U of M Travel Policy.
- Prepares Residents travel claims for ensuring expenses are assigned to correct FOAPS.
- Tracks student travel costs and prepares monthly reports of expenditures.
- Prepares letters required and requested by residents including but not limited to – letters of recommendation, , course completion, embassy letters, etc.
- Organize Observership/Externship program for Graduate Programs.
- Arranges for OMSITE examinations and distribution of results.
- Attends and acts as recorder for Program Committee meetings, Research Committee meetings and Resident Progress Committee meetings.
- Reviews and updates ToRs for Program Committees yearly.
- Reviews & revises website for all Dentistry Grad programs.

WELCOME & ON-BOARDING:

- Immediately prior to the start of the academic year, composes and sends a Get Ready for Residency letter to new residents. Sends aWelcome Letter to new Residents after acceptance to the program
- Organizes complex Orientation Schedules for each program and provides to Residents and stakeholders. This includes arranging Residents to meet with other University Departments and outside governing bodies.
- Organizes and delivers an Administrative Orientation on university / departmental and program functions and matters.
- Ensures all Residents submit required documentation upon being admitted (eg. immunization forms, criminal and abuse record checks); maintains record of these documents and requests yearly updates as necessary
- Provides assistance to Residents with educational licensing requirements for the Manitoba Dental Association.Provides proof of licensure to PGME.
- Arrange for individual Student Pictures to be taken of recent Residents.
- Organizes annual Welcome event for incoming residents.

REGISTRATION / TIMETABLEING / COURSES:

- Initiates and completes all course registration for residents as required by their specific program within Banner.
- Coordinates the complex annual academic Resident Hospital Off-Service Rotation Schedules and enters/amends into Entrada PGME software. Ensures that schedules in Entrada are kept up-to-date.
- Coordinates the complex annual academic Resident Clinic Rotation Schedules. Ensures that schedules are kept up-to-date.
- Submit the Appointment/Re-appointment of Residents to the PGME office.
- Prepares and processes course registration revision forms as required.
- Prepares, Program and Clinic Timetables for each term and year for all programs.
- Liaises with the Academic Scheduling Coordinator in the College of Dentistry as it pertains to course scheduling and classroom optimization (Astra) for graduate courses.
- Works with other Graduate Program Academic Administrator to ensure the scheduling of multi-disciplinary courses are included.
- Ensures that Course Coordinators update course outlines for each current academic year.
- If Course Outline changes require Faculty of Graduate Studies approval, prepares required paperwork, submits and follows through to Senate approval.
- Maintains graduate student statistical data in Entrada.

STUDENT ADVISING:

- Advisor to Residents registered in the program, providing information and answering inquiries with respect to admission, registration, fee payment, registration revisions, thesis examination, Awards, etc.
- Provides Residents with Letters of Enrollment.
- Provides assistance to Residents with questions regarding funding, tuition, scholarships, sponsors, grades, etc.
- Notifies residents of all available scholarships and grants. Assists in the completion of scholarship and grant applications as required.
- Assists Residents with completion of student loan forms. Provides information on enrollment verification process.
- Provides advice and guidance to current graduate students/residents about COD graduate programs (PhD, MSc, MDent, Fellowships) policies, procedures and regulations for COD, FGPS, PGME and the registrar’s office.
- Provides current graduate residents/students with updates on academic status.
- Laise with FGPS, PGME and registrar’s office regarding problematic registrations.
- Monitors student records to track progress and identify errors and locate potential problems with aim to resolve the problems with the student/resident, advisor, FGPS or registrar’s office.
- Analyze, review and recommend graduate student/resident program committee structures to ensure proper composition.
- Primary contact with Registrar’s office relating to record issues for all graduate resident/student across all graduate programs.
- Independently works with students/resident to resolve student issues.
- Recommends resources to assist residents/students to improve their learning experience and collaborates with offices and resources across campuses according to resident/student needs.




- Participates in and presents informational material at resident/student workshops and sessions.
- Review and apply applicable transfer credit and advise on implications for future registration.
- Acts as resource and record keeper for academic and non-academic misconduct.
- Compiles student data as requested by the Academic Support Manager.
- Primary contact for the Registrar’s Office relating to record issues for graduate students across multiple dentistry graduate programs.
- Liaises with International Centre to provide advice and documentation to incoming international students for purposes of obtaining study permits.
- Sends reminders regarding term fee payment deadlines and works with the ROs office to resolve fee related issues.
- Send reminders to renew yearly and assists with the student licensing process through the Manitoba Dental Association.
- Meets with individual students and/or program cohorts to address student concerns.

GRADUATION / COMPLETION:

- Assists Residents with preparation of their Thesis Presentation. Ensures required forms are completed and forwarded to the Faculty of Graduate Studies and thesis is uploaded to MSpace.
- Completes an audit on all graduating residents to ensure all required courses have been taken, grades have been entered and that all degree requirements have been met.
- Ensure exit forms have been completed.
- Ensure history documents have been updated for accreditation purposes.
- Confirms students' eligibility for graduation/convocation and advises FGPS Nominal Roll.
- Organizes resident farewell events.
- Arrange of picture of graduating resident(s) and respective Program Director. Composes for the Program Director’s signature, letters of reference for current students and alumni for applications for licensure and to Fellowship and/or PhD programs. This includes the compiling of the individual’s academic history (GPA) Ensures FIPPA regulations are followed during process

ACCREDITATION / FGPS REVIEW:

- The Specialty Programs in the College of Dentistry are accredited by the Commission on Dental Accreditation of Canada (CDAC). The CDAC Accreditation review is on a 7 year rotation cycle and reviews the “dental” aspect of the programs. This position plays a key role in knowing and continually ensuring that the CDAC accreditation requirements for all graduate programs within the department are met. Graduate Programs in the College of Dentistry fall under the Faculty of Graduate Studies (FGPS). FGPS conducts a Program Review of all graduate programs on a 7-year cycle and reviews the “program” aspect, comparing them to their fellow national or international programs. This position plays a key role in knowing and continually ensuring that the graduate program requirements within the department are met.
- When the above reviews take place, this position administers the process by compiling the information, coordinating meetings and preparing the documentation to be forwarded to CDAC/FGPS/PGME.
- On-going, works with the Program Directors to ensure that the requirements are continually being met.
- Yearly, with the Program Director, completes the on-line Annual Program Review, advising CDAC of any program changes.

MISCELLANEOUS DUTIES:

- Coordinates the Awards (Scholarships/Fellowships/Achievement Prize/Conference Sponsorships etc.) process for the Graduate Programs.
- Ensure that the Department websites and handbooks/publications for the Graduate Programs are kept current.
- Updates the Department/Program sections in the Graduate Calendar, Registration Guide, Supplemental Regulations and Program Web Pages to ensure that policy and procedure changes are accurately reflected and information is kept current.
- Reviews and updates Academic Calendar.
- Provides administrative support to the Directors of the Graduate Programs as required.
- Advises the Program Director of issues arising within the program.
- Creates promotional materials for marketing and advertising. Plans recruitment events as required.
- Develops interactive custom forms, applications and surveys as required. Provide details and statistics of the program to various stakeholders as required.
- Organizes and participates in any events in relation to the different programs.
- Initiates and follows-up on a variety of routine administrative matters with all levels of staff throughout the university and with other universities (e.g. scheduling information, evaluations, etc.).
- Organizes and administers dissertation process (written final reports and oral presentation) for all students; including the evaluation process, award process and subsequent pass/fail grading.
- Schedules all biyearly committee/instructors’ meetings for each program. Attends meetings, takes, transcribes and distributes minutes; prepares and distributes material, notices, agendas, etc. and follows-up on action items with established time frames.
- Compose type, format, edit and proofread a variety of documents from copy, rough draft.
- Ensures compliance with the PARIM Collective Agreement and PGME Policies are followed.
- Submit PARIM on call submissions to Shared Health for PGMEprograms.
- Maintains the Shared (Alias) Email Accounts for all programs. Replies to emails in a timely manner.
- Liaises with the Faculty of Graduate Studies for all graduate programs.
- Liaises with Post Graduate Medical Education (PGME), the Winnipeg Regional Health Authority (WRHA).
- Liaises with the Department of Surgery of the Max Rady College of Medicine re matters pertaining to post-graduate surgical training and the post-graduate surgical committee.
- Liaises with the Registrar’s Office and the College on special conditions/issues such as registration fee problems.
- Maintains a procedure manual for each of the programs.
- Maintains a procedure manual for this position.
- Acts as the unit expert for PGME Entrada, Aurora, Banner, FGP S Slate systems.
- Expert on custom processes and software as needed.
- Maintains an update to date alumni lists for graduate programs.
- Resource person for Program Directors to research and interpret University and Faculty policy in regards to students/student affairs and apply/recommend appropriate policy for the situation at hand.
- Independently corresponds with University and Non-University Faculty, Departments and Institutions in matters pertaining to student affairs/services.
- 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 Program(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg