Front Desk Reception - OA3 (CUPE 1482)

UM Careers; Winnipeg; On-site; CAD 31,000 - 43,000; Full time

Job summary

University of Manitoba is seeking a receptionist/administrative assistant for the Office of the Dean. The role handles visitor reception, phone inquiries, and provides essential support to the Associate Dean and Dean’s Office staff.

Responsibilities include event coordination, meeting logistics, travel claims, and maintaining communications with faculty, staff, students, and the public. Strong organizational and confidentiality skills are essential.

Qualifications

• Completion of High School or an equivalent program of studies in advanced office skills required.
• An acceptable equivalent combination of education and experience will be considered.

Responsibilities

• Act as general receptionist and serve as the first point of contact for visitors to the Office of the Dean.
• Answer the general Faculty telephone line, responding to questions and redirecting calls appropriately.
• Provide administrative assistance to the Associate Dean of Undergraduate Programs and other Dean’s Office staff.
• Assist with event planning, room bookings, catering, A/V, and meeting logistics.
• Coordinate travel claims and prepare fundraising thank you letters weekly.

Skills

Keyboarding

Office 365

Communication

Organization

Attention to detail

Initiative

Independence/Teamwork

Customer focus

Confidentiality

Education

High School diploma or equivalent

Education/Experience equivalence

Tools

Concur

EPIC

Job description

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

Salary: $22.78 to $31.18 per hour ($41,459.60 to $56,747.60 per annum)

Expected Start Date January 5, 2027

840 hours worked

For more information please contact: Janice Lane - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of High School or an equivalent program of studies in advanced office skills required.
• An acceptable equivalent combination of education and experience will be considered.

EXPERIENCE:

• Three years related experience, preferably with some experience in a university environment, is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Excellent keyboarding skills required.
• Intermediate skills in Office 365 apps, including Word, Excel, Outlook, Forms, Teams required.
• Must have excellent communication skills, both verbal and written.
• Excellent organizational skills are required, including planning and tracking multiple tasks simultaneously while prioritizing deadlines.
• Attention to detail and accuracy in work is required.
• Must have initiative and be self-motivated.
• Ability to work effectively in a busy environment with regular interruptions is required.
• Ability to work both independently and as a member of a team to meet unit goals and objectives is required.
• Ability to establish and maintain a good working relationship with faculty, support staff, students, and the public required.
• Demonstrated ability to foster a customer focused environment with a genuine interest in helping students required.
• Ability to exercise discretion, judgement, professionalism and maintain confidentiality required.
• Satisfactory work record, including satisfactory attendance and punctuality required.

OTHER JOB RELATED QUALIFICATIONS:

• Knowledge of University policies and procedures an asset.
• Knowledge of Concur and EPIC systems used for travel and purchasing an asset.

Key responsibilities

• Act as general receptionist and serves as the first point of contact for visitors (both internal and external to the university) to the Office of the Dean.
• Answer the general Faculty telephone line, responding to questions and redirecting calls appropriately.
• Provide administrative assistance to the Associate Dean of Undergraduate Programs as required.This includes: Event coordination and meeting arrangements (room, catering, audio/visual, document preparation and dissemination.
• Communicate on behalf of the Associate Dean when requested.
• Provide administrative assistance to the Deans Office staff.
• Assist the Events & Recruitment Coordinator with the arrangements of meetings, annual workshops, and Faculty functions (receptions, retreats, etc.) that occur throughout the academic year, as requested.
• Act as a back-up to the Executive Assistant as required.This may include:
• Attending meetings and acting as recording secretary.
• Overseeing the Dean’s and Associate Dean’s (Research and Graduate Programs) calendars, including scheduling meetings and coordinating meeting logistics (venue, catering, a/v, meeting materials, etc.).
• Assist with the preparation of travel claims when requested.
• Prepare thank you letters for all fundraising donations that are received on a weekly basis by the Faculty for the Dean’s signature.
• Responsible for all the email moderation requests and updating the email lists (adding//deleting employees).
• Facilitate bookings for numerous Engineering conference rooms including the Allen A. Borger Room for Central Administration and the staff lounge.
• Facilitate event bookings for faculty held classrooms using university scheduling system (Astra)
• Order and maintain a stock of office supplies for the Dean’s Office.
• Expedite all courier deliveries to and from the Dean’s Office on a daily basis, as well as distributing and sending mail (both internal and external).
• Responsible for the ordering of name badges for new employees (works in consultation with two HR Officers).
• Responsible for signage order lists, and submitting the signage orders to the sign company, following up to ensure all signage is correctly installed.
• Oversee the maintenance of the office photocopier.
• Maintain a $200 petty cash float.
• Responsible for the ordering of cell phones and Dean’s Office desk phones.
• Collaborate with EA to schedule and coordinate annual TA workshop on behalf of Associate Dean (Research and Graduate Programs). This includes registration, tracking of attendees to be paid and producing completion certificates.
• Liaise with Physical Plant on behalf of faculty staff for swipe card encoding.
• Acts as first point of contact for facility issues, advising and consulting with Manager, Finance and Administration when needed.
• Submit work orders and project requests in consultation with Manager, Finance and Administration.
• Serve as a liaison with the Physical Plant Department on minor repairs, maintenance.
• Prepare requisitions for new work by Physical Plant as requested by the Business Manager and Facility Coordinator.
• Issue keys/access for graduate student study spaces once the space has been allocated.
• Received deposit from students and process refunds when key(s) returned.
• Respond to email and phone requests to book the Dean’s Office Industry Parking spot based on an established process.
• Serves as recording secretary for faculty LASH Committee.
• Assist EA with FIPPA archive disposal forms for records management.
• 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.