Office Assistant - OA4 (AESES)

Department of Food Science, University of Manitoba; Winnipeg; On-site; CAD 45,000 - 61,000; Full time

Job summary

University of Manitoba seeks a Vice-Provost with strong administrative leadership to manage frontline reception, office operations and program support in a dynamic academic environment.

The role requires coordination of events, HR activities, payroll backup, and ongoing process improvements while maintaining a high level of service to faculty, staff, and students. Competitive salary and full-time benefits accompany this leadership position.

Qualifications

• Three years of directly-related administrative support experience is required.
• Knowledge of University regulations, policies and procedures is preferred.
• Experience with purchasing software (i.e EPIC), travel software (i.e. Concur) and HR software (i.e. VIP) is preferred.
• An acceptable equivalent combination of education and experience may be considered.

Responsibilities

• Greet and direct visitors at front desk; manage Centre email and phone inquiries.
• Coordinate room bookings for events and workshops and ensure space is suitable for use.
• Arrange for catering and verify invoices for events and workshops.
• Provide payroll backup and HR support during hiring processes; assist with onboarding/offboarding.
• Support project coordination and assist in process improvements; maintain inventories and organize supplies.

Skills

Communication skills

Customer service

Organizational skills

Team collaboration

Prioritize tasks

Detail oriented

Punctuality

Education

Business Administration training

Microsoft Office Suite certification

Tools

EPIC

Concur

VIP

Job description

VICE-PROVOST (LEARNING, ANALYTICS, & AI)

Position number: 37954

Date posted: August 10, 2026

Job details

New (Budget Funded)

Full-time: Yes

Permanent: Yes

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)

Expected Start Date September 14, 2026

840 hours worked

For more information please contact: Susan Berngards - [e-mail] (2044748376)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline (i.e.Business Administration) from a recognized institutionrequired.
• Certification in Microsoft Office Suite is an asset.

EXPERIENCE:

• Three years of directly-related administrative support experience is required.
• Knowledge of University regulations, policies and procedures is preferred.
• Experience with purchasing software (i.e EPIC), travel software (i.e. Concur) and HR software (i.e. VIP) is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Demonstrated proficiency in using intermediate features associated with Microsoft Office Suite is required.
• Excellent communication skills are required: must be able to communicate in writing and verbally with faculty, staff, students and the general public.
• Must be personable with demonstrated customer service and problem solving skills required.
• Exceptional organizational skills and attachment to detail required.
• Ability to prioritize work, handle multiple tasks at the same time, and work on own initiative required.
• Demonstrated ability to work collaboratively in a team environment and receive feedback isrequired.
• The ability to work effectively with all levels of staff and faculty isrequired.
• Satisfactory work record, including satisfactory attendance and punctuality, isrequired.

Key responsibilities

Reception and General Administrative Duties

• Occupy the front desk in reception to greet/direct individuals, which will include other staff, faculty,studentsor others.
• Facilitate general Centre email and phone inquiries; provide direction and information to student,faculty and staffinquiries.
• Coordinate work requests for Centre staffregardingphysical space or office equipment malfunction, etc.
• Create and track work orders for Physical Plant related to building issues that arise.
• Coordinate requests from staffregardingthe use of loaner laptops or other assets in Centre inventory.
• Coordinateroom bookings forspecial eventsand workshopsand ensure space is suitable for its desired use.
• Coordinate and track catering orders for events and workshops at The Centre, including arranging special accommodations and verifying invoices.
• Provide administrative support forspecial events, including verifying registration, printing name tags and signate,etc
• Coordinateroom bookings,calendars, and provide meeting minute support as requested.
• Maintaindatabase foraccess cards & keys.
• Organize andmaintainaccurateinventory of office supplies, photocopy paper, toner cartridges, etc.
• Signfordeliveries, andretain packing slips asrequired.
• Arrange for courier service upon request.

Financial and Human Resource Administrative Duties

• Order, track and reconcile purchases for office supplies, furniture, computerequipmentand office consumables.
• Provide back-up payrolltime-entryand reportingsupport for Centrestaff.
• Provideback-upadministrative support for the HR hiring process – field/direct questions from prospective applicants, post positions, organize packages for the Selection Committee, set up interviews, collectinterviewquestions.
• Support onboarding & offboarding processes.

Projects and Process Improvements

• Provide assistance and support for coordination of project and programmaticactivities.
• Contribute to areas for improvement and implement changes as they relate to operations or project support.

Professional Development

• Remain current with established and emerging trends in aspects relevant to this role.
• Expand skills, learn, and explore options for future job growth within guidelines as per Centre Procedures.
• 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.