Faculty Administrative Assistant - AA2 (AESES)

UM Careers; Winnipeg; On-site; CAD 52,000 - 74,000; Full time

Job summary

The University of Manitoba’s Faculty of Arts seeks a Faculty Administrative Assistant - AA2 (AESES) to lead clerical operations across departments. You will supervise support staff, coordinate with Department Heads, and help enforce university policies and collective agreements.

This role requires budgeting experience, strong Microsoft Office skills, and the ability to juggle multiple priorities while delivering accurate administrative support for year-end tasks, admissions, awards, and events.

Qualifications

• An undergraduate degree in a related discipline is required.
• A minimum of 2 years of directly related senior administrative experience, with at least 6 months of supervisory experience
• Experience with budget creation and maintenance is required.
• Thorough working knowledge of the university and its academic programs, collective agreements, policies, and procedures is required.
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Oversee current departmental support personnel and work with Department Heads to lead the administrative portfolio in addressing department needs.
• Provide daily guidance, interpretation, and enforcement of department, Faculty, and University policies and collective agreements for students and department staff.
• Respond to inquiries from Faculty, support staff, students, and the public regarding policies and procedures within the Faculty of Arts.
• Support faculty administrative team with mentorship and staff training by nurturing positive and collaborative work relationships.
• Participate in project work to support the Faculty in administrative workflows and support the Dean's Office with annual workflow pressures such as year-end tasks, admissions, awards, and events within the Faculty.

Skills

Leadership

Communication

Problem solving

Adaptability

Active listening

Budget management

Regulations knowledge

Attention to detail

Collaboration

Multitasking

Education

Bachelor's degree in related discipline

Tools

Microsoft Office

VIP hiring

University systems

Job description

Faculty Administrative Assistant - AA2 (AESES)

Faculty Administrative Assistant - AA2 (AESES)

Faculty of Arts

Position number: 38304

Date posted: October 2, 2026

Job details

Faculty Administrative Assistant - AA2 (AESES)

Project Full-Time (Budget Funded)

Full-time: Yes

Permanent: No

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

Salary: $28.83 to $40.63 per hour ($52,470.60 to $73,946.60 per annum)

Appointment Dates October 26, 2026 to April 26, 2028

840 hours worked

For more information please contact: Sade Oke - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• An undergraduate degree in a related discipline is required.

EXPERIENCE:

• A minimum of 2 years of directly related senior administrative experience, with at least 6 months of supervisory experience
• required.
• Experience with budget creation and maintenance is required.
• Thorough working knowledge of the university and its academic programs, collective agreements, policies, and procedures is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Leadership skills with the ability to motivate and engage staff is required.
• Clear and articulate verbal and written communication to convey information effectively is required.
• Ability to problem solve and exercise independent judgment required.
• High level of adaptability to adjust working style based on the audience's needs is required.
• Active listening is required to understand the needs and concerns of Faculty, Students, and Staff.
• Skill in budget management, including allocating resources, is required.
• Knowledge of regulations, policies & procedures is required to support an undergraduate and graduate academic program.
• Strong attention to detail is required.
• Ability to foster a collaborative and positive work environment is required.
• Ability to manage multiple priorities is required.
• Knowledge of the administration of grants is an asset.
• Experience with applying collective agreements is required.
• Experience with employment paperwork and hiring through VIP is required.
• Ability to leverage technology to streamline administrative processes is preferred.
• Knowledge and experience with university systems that support an academic program is required.
• Advanced proficiency in utilizing Microsoft Office is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

The Faculty Administrative Assistant assumes comprehensive lead administrative duties within various academic units in the Faculty, offering coverage and assistance during times of transition.

Responsibilities will include overseeing current departmental support personnel and working with Department Heads and Coordinators to lead the administrative portfolio in addressing department needs. This position is responsible for providing daily guidance, interpretation, and enforcement of department, Faculty, and University policies and collective agreements for students and department staff.

This position assesses the priority level of issues presented to the general office and responds to inquiries from Faculty, support staff, students, and the public regarding policies and procedures within the Faculty of Arts. The individual will adapt to the department's culture and operational processes.

Under the direction of the Supervisor, Administrative Services, the position will support the faculty administrative team with mentorship and support staff training by nurturing positive and collaborative work relationships. The role involves partnering with new and existing staff to support and enhance skill development within the Faculty.

The Faculty Administrative Assistant will participate in project work to support the Faculty in administrative workflows and support the Dean's Office with annual workflow pressures such as year-end tasks, admissions, awards, and events within the Faculty.

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.