Asst. to the Executive Director, Student Support- L5 (EMAPS)

UM Careers; Winnipeg; Vor Ort; CAD 45.000 - 64.000; Vollzeit

Zusammenfassung

The University of Manitoba invites applications for the Assistant to the Executive Director, Student Support, 35 hours per week. This continuing full‑time, permanent role offers a salary of $33.00 to $46.21 per hour ($60,068.35 to $84,095.69 per annum) and an January 5, 2027 start date.

The position provides administrative and systems support across multiple units within Student Support. Responsibilities include managing meetings, coordinating HR and budget processes, payroll, and maintaining

Qualifikationen

• Bachelor’s degree in a related discipline plus administrative experience at a senior level at a postsecondary institution, government department, or private agency.
• An acceptable equivalent combination of education and experience may be considered.
• Expert knowledge of University policies and procedures, including an understanding of the relationship between various units and decision-making bodies within the University, is required.

Aufgaben

• Provides day-to-day administrative support to the Executive Director, Student Support.
• Responsible for coordination of meetings/paperwork in relation to EDSS projects and initiatives.
• Updates organizational charts, presentation materials, slides.
• Responds to requests for information from stakeholders.
• Establishes, manages, and maintains working files, forms and manuals including generating and following retention schedules.
• Documents processes and maintains a manual for supporting operational activities.
• Undertakes special administrative projects as required.
• Provides recommendations to the EDSS for improvement of existing programs, procedures and decisions.

Kenntnisse

MS Office

HRIS VIP

EPIC

UM Careers

Concur

Aurora Financial

Aurora Student

FAST

Budgeting

Interpersonal skills

Ausbildung

Bachelor’s degree in a related discipline

Tools

VIP

Jobbeschreibung

Asst. to the Executive Director, Student Support- L5 (EMAPS)

Asst. to the Executive Director, Student Support- L5 (EMAPS)

Student Support

Job details

Asst. to the Executive Director, Student Support- L5 (EMAPS)

Continuing Full-Time

Full-time: Yes

Permanent: Yes

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

Salary: $33.00 to $46.21 per hour ($60,068.35 to $84,095.69 per annum)

Expected Start Date January 5, 2027

1820 hours worked

For more information please contact: Kimberlee Potter - [e-mail] (2044746917)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• This position requires a Bachelor’s degree in a related discipline plus administrative experience at a senior level at a postsecondary institution, government department, or private agency.
• An acceptable equivalent combination of education and experience may be considered.
• Expert knowledge of University policies and procedures, including an understanding of the relationship between various units and decision-making bodies within the University, is required.

EXPERIENCE:

• This position requires a minimum of seven to ten years of progressive administrative experience in a fast-paced, complex environment.
• Supervisory experience is required.

SKILLS AND ABILITIES:

• Expert knowledge of Microsoft Office software suite is required, as well as university systems including but not limited to HRIS/VIP, EPIC, UM Careers, Concur, Aurora Financial and Aurora Student Systems, FAST, etc.
• The incumbent must have skills in basic accounting and working with budget processes.
• Exceptional interpersonal skills and excellent ability to effectively collaborate and consult with a wide range of staff members are required.
• The position also requires good stress management skills, ability to maintain confidentiality of sensitive information, excellent judgement and decision-making skills, self-initiation, and the ability to work effectively as a team member.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Experience working at the University of Manitoba and understanding of institutional policies, processes and practices.

Key responsibilities

General/Human Resources

• Provides day-to-day administrative support to the Executive Director, Student Support.
• Responsible for coordination of meetings/paperwork in relation to EDSS projects and initiatives.
• Updates organizational charts, presentation materials, slides.
• Responds to requests for information from stakeholders.
• Establishes, manages, and maintains working files, forms and manuals including generating and following retention schedules.
• Documents processes and maintains a manual for supporting operational activities.
• Undertakes special administrative projects as required.
• Provides recommendations to the EDSS for improvement of existing programs, procedures and decisions.
• Completes appropriate university forms (e.g., Human Resources, etc.,) required to support operations.
• Provides project management support (Single Point of Contact) for major projects (e.g., renovations), including role as liaison with external departments or contractors.
• Generates payroll and related HR forms.
• Tracks all appointments and related forms including Fiscal and Travel Request forms.
• Reviews, processes and maintains HR forms.
• Maintains and updates employee records regarding vacation time, performance reviews, etc.
• Generates and tracks vacation reports (including VPP requests) and coordinates annual performance reviews as per HR requirements.
• Generates electronic postings for positions in collaboration with HR and Student Support units.
• Knowledgeable in matters pertaining to PHIA and FIPPA regulations and follows strict adherence to such.
• Provides general orientation and onboarding - for new Student Support staff, supplemental to Student Affairs Orientation.
• Sits on various selection committees, as needed.
• Provides direction, influence, and coaching/guidance for all Student Support units with respect to administrative activities and processes.
• Provides administrative support to any Student Support Director without an assistant.
• Provides direct back up support for the Assistants to the SS Directors during absences.

Systems Support

• Unit expert for CONCUR/Travel system, EPIC/purchasing system, UMCareers, VIP.
• Completes appropriate university forms (e.g., Finance, Physical Plant, IST, Asset Disposal, etc.,) required to support operations.
• Maintains and reviews computer inventories (including decommissioning), purchases, and arranges imaging and installation with IST for replacement devices for SS units without administrative support, semi-annually.
• Conducts market research/environmental scans and advises Executive Director on systems and activities (e.g. databases, surveys, best practices).
• Key Coordinator for Student Support, as needed.

Purchasing

• Completes appropriate university forms (e.g., Purchasing etc.) required to support operations.
• Orders, tracks, and makes payment for supplies, furniture, equipment and services.

Meetings and Committee Support

• Schedules meetings attended or chaired by the ED Student Support.
• Prepares agenda, takes minutes and follows up as appropriate.
• Serves as a resource for various committees and working groups chaired by the EDSS. Activities include meeting logistics and agenda preparation, proactively interpreting needs, making recommendations regarding process, identifying solutions and action items, providing follow-up communications, ensuring completion of action items, and drafting necessary reports.
• Management of budgets and financial matters for Student Support.
• Develops, monitors progress to, and communicates budgets, financial plans, and reports for EDSS and special project funds.
• Responsible for monthly reconciliation (MOR) completion of SS and special projects funds.
• Investigates negative variances and introduces appropriate corrective action as necessary.
• Responsible for year-end processes and reconciliations, and verification of carry-over of Student Support and special project funds.
• Liaises with Student Affairs Budget Officer with respect to budget and financial matters.
• Signing authority on all budgets and operating accounts; including back up for all SS units.
• Reviews monthly financial reports and activity and follows-up on issues, including supporting all units.
• Arranges for transfer of funds through SA Budget Officer (e.g. journal entries and ID charges).
• Payment of invoices.
• Generates and amends external service provider contracts where required.
• Tracks purchases, travel, and reimbursement through Concur.
• Liaises with vendors electronically or by phone with respect to Visa purchases.
• Tracks invoices and generates monthly electronic Visa reconciliation statements for SS.

Student Support and Outreach

• Serves as a point of contact for inquiries about student issues from members of the public or members of the campus community, providing guidance and referral information as appropriate.
• Responsible for developing Student Support content for the Loop and the Provost’s Newsletter along with related webpages including publishing content via UM’s official web content management system (e.g., Drupal).
• Organizes and contributes to Student Support representation at major campus events, such as Orientation, Info Days, etc.
• Coordinates or assists in coordinating events for staff including professional development opportunities and social events.
• Completes other duties and special projects as assigned.

Assessment and Evaluation

• Works with Student Support units to assist with the collection, organization, and maintenance of student service utilization, engagement, and outcome data to support assessment and reporting activities in alignment with strategic priorities.
• Supports the tracking and compilation of program statistics, student participation data, and other indicators used to measure the impact of student supports on student retention and success.
• Provides consultation and support to Student Support units in the design and implementation of data collection tools, outcome measures, and assessment activities. Compiles and summarizes findings and supports the preparation of reports and data presentations consistent with divisional reporting requirements.
• Liaises with the Assessment, Strategic Priorities and Projects Manager in the distribution and collection of student feedback surveys and other assessment tools, and assists with organizing results for review.
• Maintains records, databases, and reporting files to support data integrity, consistency, and accessibility within the unit.
• Provides administrative support for assessment and continuous improvement initiatives, including scheduling meetings, coordinating project timelines, and tracking action items.
• 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 [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.