Faculty of Science
Position number: 27587
Date posted: June 9, 2026
Junior Academic Advisor - AA1 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
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)
Expected Start Date
July 6, 2026
For more information please contact: Kathy Synkiw - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- University Degree or significant progress towards completion of a degree is required (preferably a B. Sc. and preferably from the U of M).
- Enrollment in, or completion of, advising training programs, such as the CHERD Advising Certificate considered an asset.
EXPERIENCE:
- Two years of directly related experience, preferably in a university setting, is required.
- Knowledge and experience with student support services and advising students is required.
- A thorough knowledge of the University of Manitoba and its regulations, programs and procedures is required, and the Faculty of Science in particular would be desirable.
- Experience in the use of the INB, AdAstra, Aurora, UM Achieve and a high level of knowledge of the course sectioning file is required.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Proficiency in using advanced features associated with Microsoft Office suite/365 (Word, Excel, Teams, Sharepoint), Glia, Waitwell, Internet, E-Mail, Zoom and Windows operating system with intermediate skills is required.
- A very good working knowledge of the Aurora Student system, including INB is required.
- Excellent interpersonal, verbal and written communication skills required.
- Demonstrated sensitivity in working with students from diverse cultural and linguistic backgrounds is required.
- Demonstrated ability to multitask, show initiative, and meet deadlines is required.
- Ability to cope effectively with stress is required.
- Strong empathy with students and their problems is required.
- Attention to detail and accuracy and demonstrated ability to plan, organize, coordinate and establish work priorities within deadlines is required.
- Physical ability to quickly walk to other buildings to unlock doors, walk up and down stairs is required.
- Ability to relate to the general public, especially students, is required.
- Ability to exercise tact and good judgment is required.
- Demonstrated ability to work alone as well as collaboratively in a team environment is required.
- Demonstrated punctuality and satisfactory attendance record is required.
Registration Advising
- Helps students with registration advising and instruction (in person, telephone, e-mail).
- Uses Aurora and INB to process registration overrides and program changes. Explains the implications of the request, and the next steps in processing.
- Uses Aurora and INB to assist students in completing registration.
- Keeps a record of student interactions and makes Banner Notes as appropriate.
- Files relevant documents in BDM.
- Updates Policy and Procedure manual for advising staff as needed (Standard Operating Procedures for Science Advisors).
- Provides information on/makes referrals to student-related services (e.g. ALC, OSA, Counselling).
- Assists students who encounter any problems pertaining to registration, reports any system problems found, and discusses faculty policies and procedures which may impact student registration.
- Provides advice on course and program selection and revisions.
- Liaises with academic departments concerning special permissions and registrations and with the Registrar’s Office concerning system function.
Academic Advising
Helps and provides advice to prospective and current students, parents, guidance counselors, faculty and other administrative staff who drop in, have appointments, e-mail or phone on a daily basis about:
- The Faculty of Science
- Admission, including direct entry to Science, transiting from U1 and transferring from other faculties and institutions.
- Degree programs.
- Career exploration and planning.
- Academic status (Dean’s Honour List, probation, suspensions, etc.).
- Course selection, registration, program approvals, and revisions.
- Other U of M academic units
- Admission to professional faculties and colleges, such as Medicine, Dentistry, Pharmacy, Nursing, Education, Rehabilitation Sciences, Asper School of Business, Engineering.
- Admission to Arts and all other faculties at the U of M.
- Other academic schools - refers students to online resources for:
- Admission requirements to Veterinary Medicine at U of Saskatchewan.
- Admission requirement to Optometry at Waterloo University and others.
- Admission requirements to Chiropractic schools.
- Admission to other schools, such as USB, RRCP, University of Winnipeg, CMU, etc.
- To help students make appropriate academic choices
- Helps students, on a daily basis, develop personal academic plans and goals, including contingency plans, and make appropriate academic decisions.
- Advises students of curricular and co-curricular opportunities that may exist for them, based on knowledge of abilities, interests and values.
Support Supervisors/AA2 Advisors
- Assists the Senior Academic Advisor and Academic Undergraduate Advising Officer with approval processing of Change of Grades, as necessary.
- Assists AA2 advisors with managing and tracking deferred exam applications.
- Assists in the admission process by tracking transfer credit evaluations and uploading external transcripts
Other Shared Duties
- Completes projects as assigned by the Supervisor.
- Assists the Supervisor with mentoring Student Office Assistants.
- Maintains up to date knowledge of Aurora and other university systems (e.g. Waitwell, Glia) and advises Supervisor and other appropriate personnel of problems.
- Advises Supervisor and Associate Deans of policy issues as they affect students and recommends changes.
- Acts as a resource and liaison with academic staff on matters of faculty or university policy and practice.
Graduand Processing
- Three times per year, prepares pending graduate reports and disseminates to AA2 advisors for verification.
- Coordinates preliminary grad checks.
- Compiles up to date graduate lists and communicates changes to the Registrar’s Office via INB.
Inquiry Triage
- As part of the student services team:
- Greets students and determines their needs.
- Answers student questions at the counter and over the phone, as appropriate.
- Schedules appointments with advisors as needed.
Prerequisite Checks
- Checks prerequisites every registration term; Fall, Winter and Summer; by obtaining a registration error report from the Registrars’ Office; determines if the student is qualified to take the course; contacts the students (usually by email) as needed; ensures the students are removed from the courses in a timely fashion; and that appropriate overrides are entered if necessary.
- Enlists support and participation of front office staff to assist with process.
Astra Scheduling - Special Function
- Works as back up for academic room scheduling for the AA2 Science Scheduler.
Other Duties
- Assists with mass mailings (emailing) to students for a variety of reasons for general information or individual letters (email) - prepares various letters, correspondence and creates documents and forms as requested.
- It is expected that each member of the academic advising staff who support academic programs will assist other staff members as needed.
- Performs other related duties as required or 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.
