Student Services Assistant - OA4 (AESES)

Faculty of Education

Position number: 35966
Date posted: March 27, 2026

Job details
Student Services Assistant - OA4 (AESES)
Existing (Budget Funded)

Full-time:
Yes

Permanent:
No

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

Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Appointment Dates
April 20, 2026 to December 27, 2027

Trial/Probation period:
840 hours worked

For more information please contact: Iryna Tsybukh, HR Coordinator - [email protected] (2044XXXXXX)

Qualifications
MINIMUM FORMAL EDUCATION/TRAINING:

Completion of a formal training program in a related discipline from a recognized institution is required.
Training or coursework in student services, administration, or customer service is an asset.
EXPERIENCE:
Three years directly related experience is required.
Experience working in a student support, administrative, or office environment is required, preferably in a post-secondary institution.
Experience interacting with students, faculty, and the public in a professional setting is required.
Experience managing databases, filing systems, and handling confidential information required.
Experience coordinating events, meetings, or appointments is an asset.
An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:

Strong interpersonal and customer service skills, with the ability to provide accurate information and guidance required.
Excellent organizational skills with the ability to manage multiple tasks, maintain records, and meet deadlines required.
Proficiency in Microsoft Office Suite and experience with data management systems/databases is required.
Strong written and verbal communication skills, including professional correspondence and email management required.
Ability to handle confidential and sensitive information in compliance with privacy regulations (e.g., FIPPA) is required.
Ability to schedule and coordinate appointments and meetings efficiently is required.
Adaptable, flexible, and able to prioritize tasks in a dynamic work environment is required.
Attention to detail and accuracy in data entry, document processing, and filing is required.
Ability to provide administrative support to senior staff, including minute-taking, document preparation, and acting as backup in their absence is required.
Demonstrated ability to work independently and collaboratively within a team is required.
Satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:

Knowledge of university programs, admissions processes, and student services preferred.
Familiarity with student accessibility services and academic support resources preferred.
Ability to assist with recruitment and special events coordination preferred.
Key responsibilities
Provides information and assistance to current and prospective students on all Faculty programs, admissions, deadlines, and UM student support services.
Daily interacts with the general public and students from across campus who come to student services for information and directions daily, setting up appointments with Academic Advisors as needed.
Regularly advises and provides accurate information to students related to registration and assists students with any initial concerns or issues relating to registration. Defers to others as needed.
Daily manages the three program-specific email accounts and phone calls for the Faculty of Education, responding to current and prospective students in a timely manner, forwarding to Academic Advisor as needed.
Identifies and redirects students in identifying academic difficulties/challenges and appropriate resources.
Ensures the preparation and processing of forms; checks and handles routing of forms; organizes and maintains the documents.
Performs data entry as needed to the B. Ed students Database; position may be responsible for exporting well defined reports from the database as requested.
Collects and distributes mail.
Maintain the Faculty of Education program brochures and guidance information.
Regularly oversees the organization and maintenance of all student files in compliance with the Faculty procedures and the FIPPA Common Schedule.
Assumes other responsibilities in absence of other staff – back up for Practicum Office Assistant and Facilities Coordinator.
Daily greeting, screening, and direction visitors to the Student Services Office.
Answer phone calls and redirect them to the appropriate party.
Regularly maintains cleanliness and brochure stock of reception area.
Daily receiving, screening, and direction of incoming telephone calls and emails for Academic Advisors and Co-ordinator (Undergraduate Programs).
Daily responsibility for opening and closing the main entrance of the Student Services Office, including access to confidential student files.
Responsible for secretarial support for Associate Deans.
In absence of Associated Deans assistants and Practicum Assistant attends meeting, takes and transcribes minutes.
Schedule student’s appointments with Academic Advisors.
Maintains the duties of the reception responsibilities binder.
Maintain lost and found bin.
Assists with the coordination of Faculty of Education recruitment events, including preparation of recruitment information for information sessions and career events
Assists the Associate Deans with special projects as required.
It is expected that each member of the Faculty of Education staff who supports academic programs will assist other members at peak workload times.
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 ****** identities).

If you require accommodation supports during the recruitment process, please contact [email protected] or 204-XXXXXX. 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.