Administrative Assistant - OA4 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 45,000 - 61,000; Full time

Job summary

The University of Manitoba's Department of Pediatrics and Child Health is seeking an experienced administrative professional to provide confidential secretarial support. The role will type and prepare general and confidential correspondence, manage schedules, meetings, and forecasting tasks.

You will coordinate with supervisors and staff to maintain filing systems, arrange travel, and support department committees with minutes, agendas, and follow-up actions.

Qualifications

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.
• Demonstrated competence in office software (word processing, spreadsheets, powerpoint, databases, email, scheduling).
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Types and/or prepares a variety of general, personal and confidential correspondence including letters, newsletters, presentations, templates, spreadsheets and statistical reports.
• Receives and reviews incoming general and confidential mail and correspondence and involves applicable parties in review, signoff and archiving processes; handles digital and paper based out-basket; arranges for courier services as required.

Skills

Word processing

Spreadsheets

PowerPoint

Databases

Email

Scheduling

Education

Formal training program in related discipline + 4 years experience

Tools

Microsoft Outlook

Excel

Word

Job description

Department of Pediatrics and Child Health

Rady Faculty of Health Sciences

Position number: 26315

Date posted: August 21, 2026

Job details

Existing Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

Work schedule: 35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

Salary: $24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date September 21, 2026

840 hours worked

For more information please contact: Amanda Dowbenko - Managing Director - [e-mail] (2047878695)

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:

• Demonstrated competence in office software (word processing, spreadsheets, powerpoint, databases, email, scheduling).
• Demonstrated competence in project planning basics.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Standard computer skills in Microsoft Outlook, Excel, and Word required.
• Strong verbal, listening and written communication skills is required.
• Must possess excellent planning, organizational, project and time management skills are required.
• Organized, efficient, conscientious; excellent attention to detail is required.
• Ability to coordinate flow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency is required.
• A mature collegial and professional manner is required along with a position “can-do” attitude is required.
• Demonstrated ability to work independently and be self-motivated and identify when assistance is needed is required.
• Ability to demonstrate track, diplomacy, professionalism and respect for others is required.
• Ability to retain information on a confidential basis is required.
• Ability to develop position working relationships with others and function as part of a team is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• A general knowledge of University and Health Sciences Centre policies, regulation, programs and procedures is preferred.
• A general knowledge of issues that may affect the care of children would be an asset.

Key responsibilities

Providing comprehensive confidential administrative and secretarial support to the Department:

• Types and/or prepares a variety of general, personal and confidential correspondence including letters, newsletters,presentations, templates, spreadsheets and statistical reports.
• Prioritizes and completes all assignments and duties in order to meet the requirements of the job. Maintains quality and timely completion of work.
• Receives and reviews incoming general and confidential mail and correspondence and involves applicable parties in review, signoff and archiving processes; handles digital and paper based out-basket; arranges for courier services as required.
• Distributes digital mailings from the Department office to members and stakeholders and helps maintain up to date distribution lists and processes.
• Creates the on call schedule for the Associate Medical Directors.
• Assists other department administrative staff with various projects as needed.
• Schedules appointments and arranges meetings/workshops/seminars, etc, for the Supervisors
• Keeping current workload priorities in mind and reminding the supervisors of ongoing commitments.
• Booking conference rooms, arranging catering and equipment as may be required.
• Provides meeting support for assigned committees including:
  • Preparing, compiling and distributing agendas and support documentation and material
  • Attending meetings to record minutes
  • Transcribing, editing and finalizing minutes
  • Gathering additional information or taking other follow-up as a result of meetings.
• Makes travel and accommodation arrangements as needed; Prepares reimbursement forms for expenses incurred by thesupervisor and reconciles personal travel ledgers as required
• Contributes to an up-to-date department office filing system and files documents and correspondence on a regular basis.

Liaising with and maintain a close working relationship with those who directly report to the Department of Pediatrics &Child Health:

• Maintains an awareness of the ongoing activities within the Department’s portfolio and keeps the supervisor informed of allmatters of a pertinent nature.
• Assists the Supervisor by keeping direct reports appraised of changes/updates that affect their portfolios.

Providing administrative support for specified corporate activities and providing back-up coverage:

• Proposes new work methods and office procedures in the interest of efficiency and quality of service.
• Arranges events (i.e. Retirement farewell events in honour of portfolio staff, long service recognition celebrations, staff appreciation events, etc) as required.
• In the absence of Department Office members in the areas of education, finance, and administration, provides back-up assistance including telephone, e-mail coverage, typing of correspondence, scheduling appointments, handling of mail as needed.
• Adheres to all safety and health regulations and safe work practices.
• May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

Days - Monday-Friday 0800 - 1600

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.