EA to the Associate Dean, Grad - AA1 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 50,000 - 70,000; Full time

Job summary

The University of Manitoba invites applications for the role of Executive Assistant to the Associate Dean, Graduate (ADG), AESES. The role provides high-level administrative support, manages calendars, coordinates committees and travel, and supports communications for graduate programs.

Successful candidates have senior admin experience, discretion, and strong organizational skills; familiarity with university governance and EDIA principles is valued.

Qualifications

• Knowledge of university regulations, programs and procedures as they relate to the function/program.
• 3 years of experience in a senior administrative or executive support role is preferred.
• Proven experience supporting senior leadership with discretion, professionalism and judgment.
• Familiarity with university governance, administrative structures and decision-making processes is an asset.
• Experience preparing briefings, agendas and official correspondence with appropriate tone.
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Maintains schedules by coordinating activities, meetings, and appointments with stakeholders.
• Manages calendar priorities to reflect institutional goals and triage requests.
• Coordinates travel arrangements and expenses via Concur for the ADG.
• Prepares confidential communications and drafts correspondence for signature.
• Coordinates and distributes information from the ADG’s Office.
• Supports communications and promotional materials for graduate programs.
• Provides executive support during meetings and committees as needed.
• Manages confidential filing systems and office logistics.

Skills

Communication skills

Organizational skills

Admin tools

Independent work

Attention to detail

EDIA commitment

Tools

Microsoft Office

Adobe

VIP

Concur

EPIC

Job description

EA to the Associate Dean, Grad - AA1 (AESES)

EA to the Associate Dean, Grad - AA1 (AESES)

College of Community & Global Health

Rady Faculty of Health Sciences

Position number: 38248

Date posted: September 23, 2026

Job details

EA to the Associate Dean, Grad - AA1 (AESES)

New Regular Continuing Full-Time (Budget Funded)

Full-time: Yes

Permanent: Yes

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)

Expected Start Date October 19, 2026

840 hours worked

For more information please contact: Erin Langford - [e-mail]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Knowledge of university regulations, programs and procedures as they relate to the function/program.
• 3 years of experience in a senior administrative or executive support role is preferred.
• Proven experience supporting senior leadership in a complex organization, with a high degree of discretion, professionalism, and judgment.
• Familiarity with university governance, administrative structures, and decision-making processes is an asset.
• Experience preparing briefings, agendas, and official correspondence, with sensitivity to institutional tone and context.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional communication skills (verbal and written), with the ability to represent the Associate Dean’s Office in a professional and inclusive manner is required.
• Strong organizational and project coordination skills, with the ability to prioritize tasks, manage competing deadlines, and anticipate needs are required.
• Proficiency with administrative tools and enterprise systems (e.g., Microsoft Office, Adobe, VIP, Concur, EPIC); comfort adapting to new platforms is required.
• Demonstrated ability to work independently while collaborating closely with others, including in sensitive or high-pressure situations is required.
• High attention to detail, with sound judgment in managing confidential information and institutional workflows is required.
• Strong interpersonal skills grounded in cultural humility and a commitment to equity, diversity, inclusion, and accessibility (EDIA) is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• A demonstrated commitment to EDIA principles and to ongoing professional learning is considered an asset.

Key responsibilities

The Executive Assistant (EA) to the Associate Dean, Graduate (ADG), is responsible for providing high-level administrative support to ensure the efficient operation of the ADG’s Office. The EA works independently and collaboratively to carry out the following key responsibilities:

Calendar & Meeting Coordination

• Maintains the Associate Dean’s schedules by coordinating activities, meetings, and appointments with internal and external stakeholders.
• Manages calendar priorities to reflect institutional goals and ensure appropriate triaging of requests.
• Coordinates travel arrangements and processes all related expenses through Concur for the ADG.
• Manages expenses from individual and pooled travel funds related to the ADG and the CCGH Dean’s Office.
• Reviews and manages incoming correspondence; initiates responses or redirects inquiries as appropriate.
• Drafts, edits, and formats communications for the Associate Dean’s signature, including confidential and time-sensitive materials.
• Screens material submitted to the ADG, initiating follow-up and preparing correspondence in alignment with the CCGH tone and values.
• Coordinates with faculty and administrative staff to distribute information from the ADG’s Office.
• Coordinates and reviews documentation requiring review and signature by the Associate Dean and ensures completeness of supporting materials prior to submission.
• In collaboration with the ADG, Graduate Programs Admin Team and the Dean’s Office, assists with coordination of digital communications requests with the RFHS Communications Team, including website updates and research profile revisions.
• Collaborates with the ADG, Graduate Programs Admin Team and with the RFHS Communications Team to prepare and distribute promotional materials for the graduate programs such as posters and announcements.
• Coordinates communications related to graduate admissions cycles, graduate awards, orientations, and graduate student events.
• Supports graduate program recruitment and promotional activities.

Executive & Confidential Support

• Provides confidential administrative support to the ADG and the broader Office of the Dean, including engagement with provincial, national, and international partners.
• Supports preparation for conferences, seminars, and events involving the ADG (e.g., as Chair or speaker for national/international bodies).
• Maintains electronic and physical confidential filing systems for the Associate Dean’s Office.
• Assists with implementation of graduate program and College systems and operating procedures; may contribute to strategic planning and quality improvement activities.

Committee & Meeting Support

• Provides executive support to the ADG when they chair committees or other meetings as needed, including: developing schedules and agendas, compiling background materials, recording comprehensive minutes, tracking action items and ensuring timely follow up.
• Acts as back up to the EA to the Dean in supporting College committees chaired or attended by the Dean &/or Associate Deans (e.g., College Council, Executive Committee, Strategic Planning Committee).
• Liaises with committee chairs to coordinate reports and document flow in advance of meetings.
• Coordinates preparation of reports for governing bodies or external institutions, including Senate or accrediting organizations, as required by the ADG and the Deans office.
• Supports Awards Committee logistics.
• Coordinates graduate program governance documentation and tracking.
• Maintains committee records, terms of reference, membership appointments, and governance documentation related to graduate programs.
• Tracks graduate-policy reviews, supplemental regulations, and committee action items.

Event & Project Coordination

• Coordinates logistics for graduate program events (e.g., orientations, recruitment, retreats, colloquia, strategic planning sessions, symposia) in collaboration with the ADG and Graduate Programs Admin Team. Assists with College events as needed.
• Books venues, A/V equipment, catering, and processing of related payments.
• Collects, compiles, and contributes content for the ADG for reports and other major publications.

Systems, Records & Procedures

• Assists with the development and maintenance of procedure manuals, SOPs, workflows, committee Terms of Reference, and by-laws.
• Maintains committee membership lists, tracks term limits, and coordinates elections or appointments to committees.
• Creates and maintains electronic distribution lists.

Campus & Facilities Support

• Submits and follows up on building requests and work orders as required.
• Works with the CCGH Dean’s Office to coordinate office space, access, and resources for visiting faculty and research assistants.
• Coordinates administrative components of capital equipment tracking.

Collaboration & Support for HR Functions

• Works closely with the executive/administrative assistants/staff in the CCGH Dean’s Office and CCGH program staff to ensure seamless administrative support across the College.
• Acts as a backup to the EA to the Dean, EA to the Associate Dean, Research, and EA to the Associate Dean, Undergraduate during absences and supports continuity across shared duties.

Other Duties

• Participates in special projects and working groups as assigned by the Dean, Associate Deans or Managing Director.
• Responds to inquiries and correspondence during the ADG’s absence using sound judgement and discretion.
• Provides administrative and logistical support for new initiatives as the graduate programs and College evolve.
• 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.