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

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

Job summary

The University of Manitoba seeks an Executive Assistant to the Associate Dean, Undergraduate (ADUG) to provide high-level administrative support in the College of Community & Global Health. Based in Winnipeg, the role covers calendar management, communications, travel coordination, and confidential office operations.

Strong communication, organizational skills, discretion, and EDIA commitment are essential.

Qualifications

• Knowledge of university regulations and procedures relevant to the function.
• 3 years of experience in a senior administrative or executive support role preferred.
• Experience supporting senior leadership with discretion and professionalism.
• Familiarity with university governance and decision-making processes is an asset.
• Experience preparing briefings, agendas, and official correspondence.

Responsibilities

• Provide confidential administrative support to the Associate Dean and the Office of the Dean.
• Coordinate calendars, meetings, travel, and related expenses (Concur).
• Draft, edit, and format confidential communications with appropriate tone and accuracy.
• Support communications, reporting, and governance processes across multiple teams.
• Assist with events, committee support, and record-keeping for governance bodies.

Skills

Exceptional communication

Organizational skills

Independent and collaborative

Attention to detail

Discretion and confidentiality

EDIA commitment

Punctuality and reliability

Tools

Microsoft Office

Adobe

VIP

Concur

EPIC

Job description

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

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

College of Community & Global Health

Rady Faculty of Health Sciences

Position number: 38261

Date posted: September 23, 2026

Job details

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

Calendar & Meeting Coordination

• Maintains the Associate Dean’s schedule 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 ADUG.
• Manages expenses from individual and pooled travel funds related to the ADUG 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 ADUG, 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 ADUG’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 ADUG, Undergrad Program Admin Team, and 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 ADUG, Undergrad Programs Admin Team and with the RFHS Communications Team to prepare and distribute promotional materials for Undergrad Program, such as posters and announcements.
• Supports undergraduate recruitment and outreach communications.
• Supports undergraduate information sessions and program promotion activities.
• Coordinates communications related to BCHSc development initiatives.

Executive & Confidential Support

• Provides confidential administrative support to the ADUG and the broader Office of the Dean, including engagement with provincial, national, and international partners.
• Supports preparation for conferences, seminars, and events involving the ADUG (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 Undergraduate Program and College systems and operating procedures; may contribute to strategic planning and quality improvement activities.

Committee & Meeting Support

• Provides executive support to the ADUG when they chair committees or other meetings as needed, including; developing schedules, agendas, compiling background materials, recording comprehensive minutes, tracks action items and ensures 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 ADUG and the Deans office.
• Supports Undergraduate Committee.
• Supports curriculum review and curriculum governance processes.
• Coordinates undergraduate program and BCHSc planning committee meetings.
• Maintains undergraduate governance records and committee appointments.
• Tracks curriculum approval workflows and reporting requirements.

Event & Project Coordination

• Coordinates logistics for Undergrad Program events (e.g., orientations, recruitment, retreats, colloquia, strategic planning sessions, symposia) in collaboration with the ADUG and Undergraduate Program Team.Assists withCollege events as needed.
• Books venues, A/V equipment, catering, and processing of related payments.
• Collects, compiles, and contributes content for the ADUG for reports and other major publications.
• Supports planning and implementation activities related to the Bachelor of Community Health Sciences program.

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 Associated Dean, Grad, and EA to the Associate Dean, Research, 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 ADUG’s absence using sound judgement and discretion.
• Provides administrative and logistical support for new initiatives as the Undergraduate Program and College evolves .
• 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.