Faculty Office Assistant - Office Assistant 4

UM Careers; Winnipeg; On-site; CAD 34,000 - 46,000; Full time

Job summary

The University of Manitoba seeks a Faculty Office Assistant to provide senior level administrative support within an academic unit. You will manage confidential documents, coordinate meetings and timetables, and assist with payroll and budget processes.

Responsibilities include maintaining theses libraries, coordinating events, and guiding staff and students on policies. The role requires strong MS Office skills, data entry accuracy, and effective communication.

Qualifications

• Completion of a formal training program in a related discipline
• Payroll and HR administration training is preferred
• Three years of directly related administrative experience
• University experience in an Academic Unit preferred
• An acceptable equivalent combination of education and experience may be considered

Responsibilities

• Prepares and handles confidential correspondence, reports, university forms, and materials related to programs and appointments
• Schedules and attends steering committee, graduate and department meetings; prepares agendas; takes minutes
• Assists in preparation of Academic Timetables for Regular, Summer and Distance Education courses
• Coordinates thesis proposals and defense processes for Graduate programs
• Maintains departmental library of theses and assists with staffing decisions
• Monitors communication, responds to inquiries, and provides information
• Direct payroll entry in VIP and manage monthly budget reconciliations
• Arranges travel claims in Concur and processes reimbursements
• Updates websites and social media accounts as directed

Skills

Attention to detail

Data entry

Organization

Customer service

Team collaboration

Verbal communication

Written communication

Problem solving

Initiative

Education

Formal training program in related discipline

Payroll and HR administration training

Tools

MS Office (Word, Excel, Outlook)

VIP

Concur

Banner

Aurora Student

Aurora Finance (FAST)

UMCareers

JUMP

EPIC

Social media management tools

Job description

Faculty Office Assistant - Office Assistant 4

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

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

Appointment Dates November 2, 2026 to November 2, 2027

840 hours worked

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

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institution is required.
• Payroll and Human Resources administration training is preferred.

EXPERIENCE:

• Three years of directly related administrative experience providing senior level support to a dedicated program is required.
• University experience in an Academic Unit preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Demonstrated proficiency in using advanced features of MS Office (word, excel and outlook) is required.
• Strong attention to detail required with experience inputting and transcribing data required.
• Ability to complete assignments and stay focused in the midst of distractions required.
• Bookkeeping knowledge and skills required.
• Virtual and in person event planning experience and knowledge is required.
• Proven decision-making and problem-solving skills in the interpretation and application of regulatory policies and procedures required.
• Ability to work effectively with all levels of staff and students in order to provide quality customer service required.
• Excellent organizational skills and demonstrated ability to prioritize work to meet deadlines required.
• Excellent communication skills are required: must be able to communicate in writing and verbally with, faculty and staff, and students.
• A team player with the able to establish and maintain effective working relationships is required.
• Demonstrated proficiency in using virtual meeting applications (zoom, team, etc.) preferred.
• Knowledge and experience managing website and social media platforms preferred.
• Experience working on Academic Timetables is preferred.
• Experience in applying collective agreements preferred with working knowledge of University agreements considered an asset (i.e. AESES, CUPE 3909 Units 1 & 2).
• Familiar with HRIS systems (UMCareers, VIP, JUMP, etc.) is preferred.
• Demonstrated skill in taking initiative preferred.
• Working knowledge of EPIC, Concur, Banner and Aurora Student is preferred.
• Graduate programs experience is preferred.
• Proven ability to work independently with a minimum supervision preferred.
• Must have a willingness and ability to adapt to changing administrative and financial systems is an asset.
• Self-motivated and seeking continuous improvement over the processes and tasks managed is an asset.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Prepares and handles confidential correspondence, reports, university forms, and/or relevant materials related to programs and appointments.
• Schedules and attends steering committee, graduate and department meetings; preparing agendas in consultation with the meeting leads; taking and transcribing minutes.
• Assists Department Heads in the preparation of the Academic Timetables for Regular, Summer and Distance Education courses.
• Coordinates theses proposal and defense processes for Graduate programs.
• Maintains departmental library of all defended and revised theses.
• Assist the Department Head and Centre Directors in the selection of Lecturers, Sessional Instructors, Writer/Storyteller-in-Residence, Community Groups and Support staff.
• Applies and follows the administrative requirements outlined in our collective agreements; this includes postings, recruitment & appointment processes, continuance/discontinuance, Right of First Refusal (RFR),etc.
• Maintains communication with staff and students, including interpreting departmental policies and regulations and providing advice, assistance and/or information.
• Monitor casual and part-time employees to ensure hours or work are within their approved appointment.
• Responsible for direct entry of payroll in VIP.
• Compiling material relevant to curriculum changes for the Head/ Associate Head
• Acts as receptionist, receiving and referring visitors and calls, providing information and taking messages.
• Reviews, sorts and distributes mail and email correspondence; responds to enquiries as appropriate.
• Arranges for couriers as needed.
• Creates and maintains filing systems.
• Reconciles monthly budget reports using Aurora Finance (FAST).
• Orders supplies as required.
• Coordinates maintenance, upkeep and renovation of the general operation of the department.
• Maintains petty cash funds and prepares reconciliation claim forms for reimbursement.
• Initiates travel claims in Concur.
• Scans and uploads receipts and prepares backup documentation for submission.
• Ensures expenses comply with university policies and procedures and seeks authorized approvals.
• Arrange payment of honoraria for guest speakers.
• First point of contact for graduate program and graduate admissions inquires.
• Communicate with graduate students on administrative procedures in the Department and the Faculty of Graduate Studies.
• Support the graduate student application process.
• Circulates fellowship application to the graduate committee.
• Providing information and guidance related to available funding; linking student research area with appropriate sources of funding and informing students of the same.
• Assist with ordering Textbooks for undergraduate and graduate courses.
• Assist with SRI Evaluations.
• Ensure final grades are entered correctly in Aurora and are submitted to the Registrar’s Office.
• Responsible for event planning including room/venue bookings, catering orders, audio/visual requests, flight & hotel arrangements and speaker fees.Introduce and present session overviews as needed.
• Updates websites and social media accounts as directed.
• Monitors bulletin boards for units and posts information when required.
• Perform other duties as required or 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.