Program Assistant

University of Manitoba

Partners Program

Faculty of Architecture

Position number: 20674

Date posted: June 17, 2026

Job details

Program Assistant - OA3 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Yes

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

$21.62 to $29.60 per hour ($39,348.40 to $53,872.00 per annum)

Expected Start Date

August 18, 2026

420 hours worked

For more information please contact: Tara Vogelsang - ***email_hidden*** (2044746433)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING

Completion of a formal training program in a related discipline from a recognized institute plus two years of directly related experience required.
Bachelor of Environmental Design preferred.

EXPERIENCE

Two years directly related university experience and knowledge of graphic design is required.
Knowledge of event coordination required.
Experience working in an office environment required.
Experience working in a confidential environment required.
Experience in finance and budget matters is an asset.
An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES

Experience using Adobe Creative Suite (Photoshop, Acrobat and InDesign, Illustrator) software is required.
Proficiency in computer graphics and desktop publishing software is required.
Knowledge in uploading web site content is considered an asset.
Knowledge of Aurora Financial and database programs such as Microsoft Access or FileMaker Pro are an asset.
Experience with camera equipment such as Nikon DSLR-D800 an asset.
Proficiency with Office 365, Word, Excel and PowerPoint is required.
Excellent analytical and time management skills and the ability to work independently required.
Strong organizational and communication skills are required.
Capacity to work effectively in a fast paced, multi-task environment and be able to respond to changing needs and timelines is required.
Demonstrated initiative in seeking information and communicating results clearly, effectively and on a timely basis is required.
Experience in handling confidential matters is required.
A high degree of flexibility and the ability to exhibit creative problem-solving skills while working in a team based environment is required.
Ability to meet deadlines, plan and coordinate different activities (including event planning) successfully while simultaneously balancing a variety of day-to-day duties is required.
Flexibility and willingness to apply their knowledge on all matters relating to special projects, public relations and marketing initiatives to deal with the Partners Program mandate required.
The ability to communicate effectively and diplomatically with industry, professionals, community and faculty is required.
Knowledge of University policies and procedures/guidelines and departments and responsibilities is a valued asset.
Knowledge of the programs in the Faculty of Architecture, design industry and the related professional organizations is required.
Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Budget

Administration of Partners Program budget:

Monitor budgets, reconcile funds and financial transactions monthly and provides both Program Coordinator and committee Chairs with accurate financial information for program decision-making (monthly or as required) through distribution of the Monthly Reconciliation Report.
Invoicing of external individuals and organizations for annual memberships; including tracking receipts of annual Partners Membership fees, follow-up on late payments, and receiving fees for deposit.
Deposit cash, cheque, Visa/MasterCard.
Prepare documentation relating to all financial matters, including Travel and Expense, Concur claims, Requisition to Purchase, Fee for Service.
Process purchase requests in EPIC for Faculty and Partners Program.

Event Coordination

Maintain a comprehensive electronic listing of all Faculty events on a shared drive.
Assist Faculty and Partners Program with the organization and coordination of a wide range of annual events (approx. 30 per year), varying in size and complexity (from 10 – 200 attendees) that support the activities of the Partners Program and the Faculty of Architecture including research dinners, external presentations, student design competitions, employment seminars, meet and greet, awards celebrations, student year end exhibitions, student recruitment events, Atmosphere symposium, homecoming and alumni events including Cultural Events and Gallery.
Communicate with internal and external contacts on booking of space, catering, room set up, rentals, audio/visual requirements, photography, etc.
Attend Partners Program/Faculty of Architecture events, greet guests, provide assistance as needed and answer questions as required.
Communicate, as required, event information with Faculty of Architecture staff, students, departments within the University of Manitoba, Partners Program Members, and outside agencies.
Provide direction to part-time student staff and student volunteers related to event set-up.
Arrange travel and accommodation for visiting lecturers and other visitors, including initiating payment of honorariums, as required in support of the Partners Program using Concur and EPIC as necessary.

Administrative

Maintain and update database of industry, donors, partner members, friends of the Faculty, etc. Conduct research to ensure that that database contains current individual and firm contact information to be used for communication purposes.
Collect and format information regarding the Faculty of Architecture on an annual basis, including studio briefs, events and schedules.
Assists Program Coordinator with the management of the Faculty Awards Administration with duties as delegated, including organization of meetings, distribution of forms and updating the website.
Assist academics and administrative staff with business card development and ordering within EPIC.
May be required to provide back-up for Program Coordinator in times of absence.

Technical & Graphics

Design and layout of graphics communication items including posters, announcements, invitations for Faculty-based events such as Atmosphere annual conference, and outreach activities, as well such as Cultural Events, Gallery, Year-End Exhibition and Student Recruitment.
Create design templates in various formats for multiple platforms.
Collaborates with Program Coordinator and event chairs to develop event branding.
Responsible for photography and/or video of special events and lectures.
Manages the Faculty of Architecture social media accounts including Facebook, Instagram and LinkedIn.
General administration as required including scanning and formatting of documents.
Updates the Faculty, departmental and event websites using consistent formatting to ensure comprehensive and cohesive navigation to information.
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 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.