Administrative Assistant - AA1 (AESES)

UM Careers; Winnipeg; On-site; CAD 50,000 - 70,000; Full time

Job summary

The University of Manitoba is seeking an Administrative Coordinator within the Faculty of Science to provide cross‑departmental support during staff vacancies and peak workloads. You will coordinate meetings, organize examinations, and assist with HR and payroll documentation.

Applicants should have an undergraduate degree and strong organization, confidentiality, and Microsoft Office skills. The role offers full-time hours and a structured, cooperative work environment.

Qualifications

• Undergraduate degree in a related field as listed.
• Knowledge of university regulations and procedures.
• One year of directly-related administrative experience is required.
• Experience supporting HR, payroll, records management, or admin operations is preferred.
• Experience across multiple departments is an asset.
• Process documentation or workflow improvement experience is a plus.

Responsibilities

• Provide administrative support across departments to ensure continuity of operations.
• Coordinate meetings, prepare agendas, take minutes and track actions.
• Organize examinations, conferences, and events with logistics.
• Assist with recruitment, interview scheduling, and related communications.
• Prepare HR and payroll forms and use VIP and university systems for processing.
• Process financial claims and travel expenses per university policies.
• Support onboarding for new staff and transitions during staffing changes.
• Assist in accreditation-related documentation and record-keeping.
• Identify issues affecting deadlines and escalate as needed.

Skills

Strong organizational skills

Time management

Written and verbal communication

Confidentiality and judgment

Independent with multiple priorities

Interdepartmental collaboration

Proficiency in Microsoft Office

Administrative information systems

Education

Undergraduate degree in Business/Commerce/HR/Office Administration/Public Administration or related discipline

Tools

VIP system

Microsoft Office Suite

University information systems

Job description

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)

Appointment Dates December 1, 2026 to May 31, 2028

840 hours worked

For more information please contact: Grace Rapsing - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Undergraduate degree in Business Administration, Commerce, Human Resources, Office Administration, Public Administration, or a related discipline.
• Knowledge of university regulations, programs and procedures as they relate to the function/programs.

EXPERIENCE:

• One year of directly-related administrative experience is required.
• Three to four years of directly related experience is preferred.
• Experience supporting HR, finance, payroll support, records management, or general administrative operations is preferred.
• Experience working across multiple departments or operational environments is considered an asset.
• Experience with process documentation, workflow mapping, or administrative process improvement is considered an asset.
• Coursework or training related to records management, business processes, office systems, or project/process coordination is considered an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong organizational, coordination, and time management skills are required.
• Demonstrated ability to adapt quickly to varying departmental environments, operational requirements, and administrative systems is required.
• Strong document control, records management, and administrative support skills are required.
• Ability to interpret and apply administrative procedures, guidelines, and operational processes is required.
• Strong written and verbal communication skills are required.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information is required.
• Strong attention to detail and accuracy is required.
• Ability to work independently while managing multiple competing priorities and deadlines is required.
• Proficiency in Microsoft Office Suite and administrative information systems is required.
• Strong interpersonal and relationship-building skills with the ability to work collaboratively across departments is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Administrative Coordination and Operational Support

• Provide responsible administrative support across departments within the Faculty of Science during staff vacancies, temporary absences, transitions, and peak workload periods to support continuity of operations and service delivery.
• Adapt to varying departmental structures, operational priorities, systems, procedures, and administrative requirements while ensuring assigned activities are completed accurately and within established timelines.
• Plan, organize, and prioritize assigned administrative activities in response to changing departmental priorities, deadlines, and operational requirements.
• Interpret and apply established university, faculty and departmental policies, procedures, guidelines, regulations, and administrative requirements relevant to assigned functions and provide procedural advice and assistance to staff, faculty, and students.
• Coordinate meetings and committee activities, including scheduling, preparing agendas and supporting materials, recording and distributing minutes, tracking action items, and following up as required.
• Organize and coordinate examinations, conferences, meetings, events, and other departmental activities, including scheduling, room bookings, logistics, documentation, and communications.
• When assigned as part of departmental coverage, provides administrative support for recruitment and hiring processes, including scheduling interviews, preparing candidate itineraries and search documentation, coordinating travel arrangements, processing related expenses, and facilitating required communications and approvals.
• Prepare, process, and submit assigned HR and payroll forms and related documentation in accordance with established University policies, procedures, collective agreements, and approval requirements.
• Use VIP and other University systems to complete assigned hiring and employment administration processes, ensuring required information, documentation, and approvals are complete and accurate.
• Process assigned financial claims, purchases, travel expenses, and related administrative transactions in accordance with university policies, procedures, account requirements, and established approval processes.
• Review administrative and financial documentation for completeness and accuracy and follows up on missing information or required approvals.
• Liaise with Human Resources, Payroll, Finance, departmental administrators, and other relevant University units to coordinate assigned administrative processes, facilitate the flow of information and approvals, and resolve routine administrative matters.
• Support onboarding and transition activities for new and temporary employees by providing procedural guidance, workflow orientation, training, and information on established departmental processes and systems.
• Provide training and responds to procedural questions related to assigned administrative processes to support continuity and effective transition of responsibilities.
• Support student scheduling, competency tracking, examination routines, and related academic administrative processes using Faculty and University systems, as assigned.
• Participate in accreditation-related administrative activities, including coordinating documentation, maintaining records, compiling information, and supporting submission and follow-up requirements, as assigned.
• Identify administrative issues that may affect the timely completion of assigned activities and take appropriate follow-up action with established procedures and delegated authority.
• Provide information and procedural guidance regarding established University, Faculty, and departmental processes and refers matters requiring policy interpretation, exceptions, or higher-level authority to the appropriate resource.
• Assist departments in maintaining continuity of operations during staffing transitions, operational changes, and periods of increased workload.
• Participate in committee work, including preparing agendas, taking minutes and follow- up on action items.

Document Control and Records Management

• Maintain and organize electronic and physical filing systems, Administration and HR Standard Operating Procedures (SOPs), and operational documents in accordance with university procedures and retention requirements.
• Administer document control activities for the Administration and HR – Dean’s Office, including the maintenance, tracking, version control, formatting, accessibility, archiving and retention of SOPs and related operational documents.
• Maintain and update controlled SOPs and related documentation based on revision, approvals, and content updated provided by designated process owners, ensuring records remain current, complete and accessible.
• Liaise with process owners to obtain approved revisions and coordinate the circulation, retrieval, replacement, and archiving documents to ensure staff access the most current approved versions.

Process Improvement and Procedure Development

• Review administrative workflows and identifies operational issues, process gaps, duplication, or opportunities to improve efficiency, consistency, and continuity of administrative services.
• Recommend adjustments to workflow processes to support departmental operations, meet deadlines, and respond to changing operational needs.
• Participate in the development, documentation, implementation, and continuous improvement of administrative processes, workflows, and standard operating procedures across departments within the faculty.
• Work collaboratively with process owners, departmental administrators, and other stakeholders to document existing processes, identify administrative requirements, and support the implementation of approved process and procedural changes.
• Assist in implementing approved administrative process improvements by updating documentation, communicating procedural changes, coordinating related activities, and supporting staff in adopting revised processes.
• Monitor the effectiveness of implemented administrative processes and identifies issues or opportunities requiring further review or adjustment.
• 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.