Admin/Finance Assistant - OA5 (AESES)

UM Careers; Winnipeg; On-site; CAD 37,000 - 50,000; Full time

Job summary

University of Manitoba in Winnipeg is seeking an Administrative Coordinator for NCCID. The role provides administrative support to the NCCID team, including scheduling, teleconferences, travel arrangements, meeting coordination and document preparation.

The incumbent assists with data collection, maintains filing systems, and supports the Senior Program Manager and Scientific Directors. Requirements include a formal education in a related field with four years of directly related experience,

Qualifications

• Completion of a formal training program in a related discipline plus four years of directly-related experience.
• Knowledge of financial management and modern office procedures is required.
• Experience using Concur, EPIC, VIP, and FAST are assets.

Responsibilities

• Provide administrative support to NCCID, including scheduling and coordination of meetings and teleconferences.
• Organize local and domestic meetings, forums, stewardships, and roundtables; arrange venues and travel claims.
• Prepare and distribute documents including correspondence, itineraries, reports and minutes.
• Coordinate travel arrangements for NCCID team members and visitors using UM travel program.
• Act as executive assistant to the Scientific Directors of NCCID and the Senior Program Manager.
• Assist with data collection and entry for progress reports; organize and maintain filing systems.

Skills

Business communication

MS Office

Organizational skills

Interpersonal skills

Transcription

Punctuality

Independent work

Education

Formal education + 4 years experience

Tools

Concur

EPIC

VIP

FAST

Job description

National C.Ctr. for Infectious Diseases, Vice-Dean Research

Rady Faculty of Health Sciences

Position number: 38379

Date posted: October 27, 2026

Job details

New Regular Continuing Full-Time (Grant Funded)

Full-time: Yes

Permanent: Yes

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 November 18, 2026

840 hours worked

For more information please contact: Margaret Haworth-Brockman - [e-mail] (2043182584)

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE:

• Knowledge of financial management and modern office procedures is required.
• Experience using Concur, EPIC, VIP, and FAST are considered as assets.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Superior business communication and report preparation skills are required.
• Advanced knowledge of computer software applications including Microsoft Office (Word, Excel, Powerpoint and Outlook) is required.
• Ability to work independently and identify opportunities for change and improvement is required.
• Ability to work effectively in a small team environment, as well as within the structure of a large university is required.
• Proven organizational and interpersonal skills are required.
• Demonstrated transcription capabilities is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Familiarity with the audit function is an asset.

Key responsibilities

ADMINISTRATIVE SUPPORT:

• Provide administrative support to NCCID team including scheduling and coordination of meetings, organizing teleconferences and event coordination. This would include regular and ongoing communication with Advisory Board members as well as other National Collaborating Centres.
• Organize local and domestic meetings, forums, stewardships, and roundtables. Booking venue, catering, guests and staff travel claims.
• Prepare and distribute of documents including correspondence, itineraries, reports, and minutes.
• Coordinate of all travel arrangements for NCCID team members as well as visitors, using the University of Manitoba travel program.
• Act as the executive assistant to the Scientific Directors of NCCID and the Senior Program Manager.
• Assist with the data collection and data entry for progress reports.
• Organize and maintain filing systems (paper and electronic) including the inventory of publications.
• Other administrative duties including maintenance of office equipment, screening and sorting incoming correspondence, maintenance of Outlook calendars for NCCID team members, maintaining NCCID email account.

FINANCIAL SUPPORT:

• Assist in the preparation and submission of financial reports as detailed in the contribution agreement (i.e according to federal requirements).
• Coordinate the Accounts Payable function for the NCCID, using the University of Manitoba systems.
• Develop and prepare internal financial documents to assist in the financial management of the NCCID.
• Prepare and obtain approval for budget transfer requisitions.
• Monthly reconciliations and development of cashflow statements (3 times per year).
• Budget preparation.
• Prepare journal entries for approval as required.
• 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 [e-mail] 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.