Administrative Assistant

University of Manitoba; Winnipeg; On-site; CAD 45,000 - 65,000; Full time

Job summary

The University of Manitoba is seeking an Administrative Assistant to support the Vice-President (Administration). This dynamic role requires organizational skills, experience in a fast-paced environment, and the ability to assist with various administrative processes. Successful candidates will thrive in a collaborative workplace and contribute to the University’s mission of excellence.

Benefits

Comprehensive group benefits and pension plan

Competitive vacation time

Employee and Family Assistance Program

Professional development opportunities

Qualifications

• Completion of High School and a post-secondary program in office skills.
• Minimum four years of directly related office experience.
• Demonstrated skills in using MS Office and videoconferencing tools.

Responsibilities

• Scheduling meetings and assembling materials for the Vice-President.
• Providing administrative support to committees and directors.
• Handling payroll, time entry, and vacation reporting.

Skills

Organizational skills

Communication

Teamwork

Analytical skills

Time management

File management

Education

High School diploma

Post-secondary Administrative Assistant program

Tools

Microsoft Office Suite

Teams

Zoom

SharePoint

Job description

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community – UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM’s impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba’s Top Employers and one of Canada’s Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

The University of Manitoba is looking for an Administrative Assistant in the Office of the Vice-President (Administration). This position will be responsible for the scheduling of meetings for the Vice-President (Administration) as well as assembling the meeting materials for said meetings. This role arranges meetings and other events and prepares related material; attends planning and operational meetings; prepares communications, correspondence, reports and presentations; provides administrative support to committees; and assists the Directors in the completion of general administrative processes. This position provides a variety of office support and acts as the receptionist for the office. This position works collaboratively with the VPA support team to provide professional seamless service to the UM community and stakeholders.

Additionally, the Administrative Assistant will be responsible for payroll, time entry and vacation reporting in the VPA office and several VPA reporting units within the portfolio, and back up coverage to the Executive Assistant. This is a dynamic position in a fast-paced environment.

The qualifications and experience we’re looking for:

• Completion of High School and successful completion of a post-secondary Administrative Assistant or equivalent program of studies in directly related applied office skills is required.
• Minimum of four years directly related office experience, including the provision of administrative support to middle to senior level management position(s) required.
• Experience with calendar/workload and file management is required.
• Experience in a large educational preferred.
• Knowledge of the U of M's administrative processes would be preferred.
• An acceptable equivalent combination of education and experience may be considered.
• Demonstrated skill in the use of the Microsoft Office suite of software required.
• Demonstrated skills in file management required.
• Demonstrated skills in videoconferencing and work collaboration tools in hybrid format is required (ie. Teams, Zoom, SharePoint).
• Demonstrated excellent organizational skills required.
• Demonstrated teamwork/collaboration skills required.
• Demonstrated verbal and written communication skills required.
• Demonstrated skill in communicating clearly and concisely with a variety of audiences required.
• Demonstrated analytical skills required.
• Must be able to deal with a heavy workload and ongoing interruptions.
• Ability to plan, organize and effectively prioritize multiple tasks with associated deadlines. Ability to switch priorities based on need is required.
• Ability to complete work in an orderly, accurate and timely manner. Ability to maintain confidentiality of information required.
• Ability to exercise courtesy, tact and diplomacy. Ability to work effectively in a team environment required.
• Ability to develop strong interpersonal working relationships with staff at all levels required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Why the University of Manitoba?

Along with being one of Manitoba’s top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

• Comprehensive group benefits and pension plan.
• Competitive vacation time.
• Employee and Family Assistance Program.
• A full spectrum of professional development opportunities.

Apply today through the University of Manitoba’s recruitment site, UM Careers: https://viprecprod.ad.umanitoba.ca/DEFAULT.ASPX?REQ_ID=38767

Closing Date: June 23, 2025

Applications will only be accepted if you apply on UM Careers.

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.