Faculty of Arts
Position number: 36381
Date posted: July 10, 2026
Advising Assistant - OA5 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
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 3, 2026
For more information please contact: Lesley Wiebe - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of a formal training program in a related discipline from a recognized institute is required.
- A University undergraduate degree or completion of undergraduate credit courses are considered an asset.
EXPERIENCE:
- Minimum of four years of directly-related administrative and customer service experience required.
- Experience in recruiting, training and motivating staff considered an asset.
- Experience providing assistance to students related to course and program registration, and admissions regulations and procedures, is required.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Must have demonstrated knowledge of Faculty of Arts degrees, programs, and regulations.
- Must have demonstrated knowledge of University and Faculty of Arts policies and procedures as they relate to students and student records.
- Must have demonstrated empathy and caring shown toward all students.
- Must have a desire to help students.
- Demonstrated ability to work within, and positively contribute to, a team environment, is required.
- Excellent written and verbal communication skills are required.
- Must be able to demonstrate a working knowledge of Banner Records System and Aurora Student Registration System.
- Strong interpersonal skills that support effective working relationships with students, administrators, faculty, and external stakeholders, is required.
- Creativity and initiative in program design and problem solving is required.
- Demonstrated ability to cope effectively in stressful situations is required.
- In depth knowledge of advanced features of the Microsoft Office suite is required.
- Proven attention to detail is required.
- Demonstrated ability to work under pressure is required.
- Ability to display a high degree of analytical thinking is required.
- Ability to manage the flow of a large volume of administrative work is required.
- Must be able to plan and organize diverse tasks.
- Demonstrated ability to work in a high traffic environment while meeting a competing set of strict deadlines, is required.
- Ability to manage time is required.
OTHER JOB RELATED QUALIFICATIONS:
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
Student Service/Advising
Bachelor of Arts Degree Programs
- Provides advice and information on University and Faculty of Arts policies and procedures, admission regulations, degree requirements, academic progression and eligibility to graduate to students, departments, faculties, schools, administrative offices, parents, and the general public.
- Reviews and assesses complex student situations to provide guidance and direction, exercises judgment on action, escalation and documentation needs.
- Maintains and continuously evolves knowledge of policies and procedures related to courses, programs, admissions, assessment as well as a diverse range of Faculty and University information.
- Advises students on their eligibility to declare program changes, providing clear and concise information on program requirements and procedures.
- Provides comprehensive guidance to students regarding deferred examinations, including eligibility criteria, application procedures, and relevant deadlines.
- Manages the Student Services Email workflow which includes triage, redirect, reassignment, responding to, review of responses and the annual purge of the email account to ensure replies are addressed in an accurate and timely fashion in accordance with the email workflow procedures.
- Serves as a knowledgeable student advising resource, representing the Faculty of Arts Student Services at recruitment and marketing events
Academic Assessment and Grad Checking
- Completes academic assessment for students when final grades are submitted and/or changed, including the awarding of meritorious degree status and Dean's Honour List.
- Reviews eligibility of prospective graduands and ensures the student record reflects up-to-date and accurate information with regards to their program declaration, year classifications, final grades, assessments and student record comments. Responsible for updating or sending notice to make corrections as necessary.
- Provides advice on pathways, resources, consequences and outcomes related to degree progress for students in academic jeopardy or ineligibility to graduate.
Admissions
- Maintains knowledge of various admission categories and specific requirements for programs within the Faculty of Arts.
- Maintains a thorough understanding of course equivalencies and the transfer credit database to ensure accurate and efficient processing of transfer credit approval and Letter of Permission procedures.
- Reviews and determines the approval of transfer credit for internal transfer students, updates and reports changes to the appropriate Enrollment Services or Registrar’s offices as necessary.
Registration
- Provides expert advice to students, faculty, and staff regarding registration deadlines for various academic activities, including course registration, add/drop periods, and withdrawal deadlines.
- Maintains comprehensive knowledge of registration and revision procedures and identifies and resolves problems that arise with respect to the various technical aspects of the registration process.
- Evaluates and determines the eligibility for removal of registration holds on student accounts, applying established university policies and procedures.
- Processes and implements appropriate overrides to facilitate student registration as needed.
- Administers the Management and Leadership minor/concentration declaration process.
Administration
Staffing
- Participates in the recruitment, onboarding, and supervision of junior staff and student employees.
- Takes a lead role in coordinating daily operations, prioritizing tasks, and organizing work to maximize team productivity.
- Collaborates with their Supervisor in the performance management of junior staff and student employees.
- Manages queue intake and maintains real-time visibility of all sign-ins to ensure timely service delivery.
Deferrals and Examinations
- Manages the deferred examination process for Faculty of Arts students, ensuring timely processing, notification, and completion with final grade and academic standing updates.
- Designs and updates communications related to the deferred examination process.
- Organizes and distributes the final examination information for Departmental examinations schedule outside of the Registrar’s Office process and for Flexible Learning arrangements to Student Services staff.
Records Management and Reporting
- Ensures prerequisite compliance by reviewing reports, adjusting registrations, and notifying affected students and departments.
- Analyzes reports or requests to identify and rectify missing or incorrect final grades on student records, collaborating with academic departments to conclude grade reporting and complete necessary academic assessment revisions.
- Assists with the maintenance of the Time Extension tracking system for due dates and proactively issues memos to academic departments to ensure timely submission of coursework and grade changes.
- Ensures final exams scheduled by Faculty of Arts academic departments is compiled and readily available to Student Services each examination period.
- Maintains the accuracy and integrity of student academic records by identifying and correcting errors, including admission errors, degree history errors, and other discrepancies.
- In collaboration with their Supervisor, maintains the records filing system and procedures for student files in the academic advising services office ensuring adherence to the University of Manitoba Common Records Schedule.
Other Duties as Assigned
- Prepares various correspondence and creates documents and forms for the Undergraduate Program Manager, Manager, Student Services, and Associate Deans.
- Prepares and designs various documents/publications for student use.
- Organizes and executes specific projects/reports as assigned by Supervisor.
- Other duties as assigned.
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 204-474-7195. 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.
