Receptionist - OA4 (AESES)

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

Job summary

The Department of Food Science at the University of Manitoba is seeking an Administrative Assistant to provide daily support to faculty, clinics, and staff. The role includes preparing correspondence, managing schedules, and handling travel arrangements and expense claims using Concur.

Candidates should have at least three years of related office experience, strong Excel/Word skills, and a demonstrated ability to work independently and as part of a team. Ontario?

Qualifications

• Completion of a formal training program in a related discipline (i.e., Office Assistant) from a recognized institution is required.
• Three years of directly related experience in an office setting is required.
• Advanced computer skills and experience with the use of spreadsheets, Excel, Word, PowerPoint, Publisher and Aurora are required.
• Excellent organizational and interpersonal skills are required.
• Excellent oral and written communication, customer service, time management, prioritization, organizational and problem-solving skills are required.

Responsibilities

• On a daily basis, provides administrative support to faculty members, clinics, and administrative staff when needed, including preparing written correspondence, lists, reports, letters, memos, notices, research papers, publications, and follows up on deadlines and requirements, etc.
• Makes travel arrangements, prepares and processes forms for faculty members, distinguished visitors and students, and prepares travel and expense claims using Concur.
• Provides reception and liaison duties, greets visitors, screens inquiries, and distributes information for the Faculty of Law.

Skills

Keyboarding

MS Office

Organizational skills

Communication

Attention to detail

Teamwork

Confidentiality

Professional manner

Punctuality

Education

Formal training in related discipline (Office Assistant)

Tools

Concur

Ad-Astra

Epic

Adobe

Job description

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

Appointment Dates September 21, 2026 to March 17, 2028

840 hours worked

For more information please contact: Jodi Petch - [e-mail]

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline (i.e., Office Assistant) from a recognized institution is required.

EXPERIENCE:

• Three years of directly related experience in an office setting is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Accurate keyboarding skills is required.
• Advanced computer skills and experience with the use of spreadsheets, Excel, Word, PowerPoint, Publisher and Aurora are required.
• Excellent organizational and interpersonal skills are required.
• Accuracy and attention to detail is required.
• Excellent oral and written communication, customer service, time management, prioritization, organizational and problem-solving skills are required.
• Must be proficient in using intermediate features associated with Microsoft Office is required.
• Must demonstrate initiative, and work well independently and as a team member is required.
• The ability to establish and maintain effective and professional working relationships with faculty, staff, students, and the public while maintaining confidentiality is required.
• Professional manner and appearance is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Knowledge of Concur, Ad-Astra, Epic, and Adobe is preferred.

Key responsibilities

Administrative Support

• On a daily basis, provides administrative support to faculty members, clinics, and administrative staff when needed, including preparing written correspondence, lists, reports, letters, memos, notices, research papers, publications, and follows up on deadlines and requirements, etc. where knowledge of legal terminology may be required, using various software programs such as Word, Excel, Publisher, Access, Banner and Aurora.
• Makes travel arrangements, prepares and processes all related forms for faculty members, distinguished visitors and students, follows up, resolves problems and prepares travel and expense claims using travel and expense claim software (Concur).
• Prepares outgoing mail, sorts and distributes incoming mail for all faculty and staff, orders couriers and maintains notice boards.
• Prepares and maintains Faculty Room Bookings using Astra, handling requests from various faculty, staff and others for use of rooms handling as much as possible on own initiative.
• Backup moderator for the approval of Faculty/Staff Email Lists.
• Coordinates the printing process and distribution of three Law Journals, working together with student editors.
• Responsible for weekly notifications to Physical Plant regarding the Moot Wall schedule and ensures that the Moot Wall schedule is followed as required.
• Provides receipts for money received for various purposes, prepares deposit and takes to Cashiers Office, maintains a computerized record.
• Maintains inventory and orders office supplies for the Faculty, searching out special orders and suppliers as needed.
• Maintains photocopy room and equipment, reports problems to suppliers and follows up on maintenance requests on own initiative, ensuring that work is completed in a timely fashion.
• Creates purchase requisitions using e-procurement software Epic for brochures, advertisements and other printing order requests.
• Maintains and up-dates all student files (300) and General Office files.
• Responsible for updating learning management system, UMLearn, with course information, assignment marks, syllabi, and other course related materials as requested by assigned Professors.
• Assists professors during exam time: typing up exams, setting up exams, taking attendance, and collection and printing of exams from exam software. Checks and enters final grades during examination period.
• Administers the process of retrieving and making available examinations for student review at the end of each term. Arranges confidential disposal of all exams.
• Collects assignments and applications for professors and compiles a portfolio of student photographs at the beginning of each academic year for reference.
• Serves as Key Manager for the Faculty, administering the control of all keys for the Faculty, Staff, and Students; stores keys, orders and issues keys, maintains records, and ensures return of keys.
• Assists with training/orientation of full-time and casual clerical office staff.
• Assists others with event related duties such as Orientation. Responsible for sending out requests for Orientation donations, ordering supplies, printing requirements and creating packages for first year students.
• Other Duties - It is expected that the workload in the General Office will be shared. The incumbent is expected to perform various other duties of a clerical or administrative nature as the need arises. Photocopying documents and running of errands could also be required.

Reception Desk/Information Desk:

• Provides reception and liaison duties for the Faculty and General Office, serving as the first point of contact for general inquiries, screening general telephone calls with discretion, answering general questions regarding the Faculty of Law where direct knowledge of the procedures and programs is required as general interpretation may be required.Distributing program information and handling or referring problems as appropriate.Retrieves inquiries from the Voice Mail Information Line and email, and mails information packages.
• Greets and assists visitors, faculty, staff, and students, providing information /assistance independently or referring as needed.
• Distributes Law School information to in-person inquiries; administers the distribution of handouts and collection of forms, papers, etc.
• Responsible for the opening and closing of the 3 rd floor and General Office daily
• 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.