Planning & Governance

Information Services and Technology

Position number: 12283

Date posted: March 27, 2026

##Job details

Purchasing & Financial Assistant - AA1 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

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

Salary:

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date

April 20, 2026

Trial/Probation period:

840 hours worked

For more information please contact: IST Human Resources - ISTHR@umanitoba.ca

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• University bachelor’s degree is required.
• Administrative Assistant diploma or equivalent and/or computer software courses would be an asset*.*
• CGA or CPA would be an asset.
• An acceptable combination of education and experience may be considered.

EXPERIENCE:

• One year of administrative experience at an administrative level is required.
• Experience in financial record-keeping systems required.
• Experiencing with procurement is required.
• Two years of experience in an accounting-related position with a third-year standing in a recognized professional accounting program, where knowledge of accounting theory and practice and a working knowledge of computer produced data has been acquired would be an asset.
• Knowledge and experience with accounting principles and reporting would be an asset.
• Familiarity with University procedures and policies is an asset.

SKILLS AND ABILITIES:

• Excellent communication skills both verbal and written is required.
• Ability to communicate professionally and effectively, observing appropriate office etiquette is required.
• Demonstrated skills in dealing tactfully and effectively with all levels of staff and management is required.
• Must be able to deal with a heavy workload and ongoing interruptions.
• Must be proficient in advanced features of Microsoft applications (especially Excel). Proficiency in VIP Production software, Aurora/Banner Financial System, and Outlook Mail/Calendar is an asset.
• Demonstrated skill in editing and proofreading is Required.
• Demonstrated organizational and problem-solving skills required.
• Experience with and relevant terminology for computer, audio-visual, and IT equipment is an asset.
• Multi-tasking, accuracy, attention to detail, and the ability to work efficiently and effectively are required.
• Willingness and initiative to respond to or learn new or non-routine requirements or equipment whenever the need arises is required.
• Experience with AI tools (ie. CoPilot, ChatGPT, etc.) is an asset.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

##Key responsibilities

• Processes requests for purchases for IST (Information Services & Technology).
• Processes expenditures for non-IST departments’ audiovisual and computer requirements.
• Due to the specialized nature of equipment orders, the position is required to have basic knowledge of the various computer systems, telecommunication services, audio-visual equipment, and the relevant suppliers.
• Drafts basic requests for quotes that do not meet the threshold for formal RFP through Purchasing Services.
• Locate potential suppliers and obtain costs prior to entering orders for purchases.
• Enters purchase requisitions into the EPIC System, monitors purchase flow, confers with suppliers regarding order status, timely delivery, substitutions, billing inquiries, billing errors and corrections, negotiates alternate delivery methods to meet deadlines, and confirms receiving and invoicing in EPIC.
• Acts as a consultant to IST staff in purchasing procedures.
• Resolve problems and answer inquiries related to purchasing, billing, delivery, credit, and quotation questions with external suppliers.
• Act as a resource, providing historical purchasing information for use within the department and across other departments.
• Creation of automated data spreadsheets detailing expenditures against each budget.
• Reconciles the monthly operating reports and balance department automated spreadsheets to the monthly operating report and processes correcting entries on the Banner system as required.
• Creating and maintaining a financial filing system and maintaining files for 7 years for auditing purposes.
• Identifying the threshold that orders fall under and the appropriate Purchasing process to follow based on established guidelines.
• Reconcile monthly Visa statements to the department’s automated spreadsheets.
• Processes all requests to Physical Plant for estimates.
• Liaises with their staff to ensure work is estimated, authorization to proceed is given, and the work is completed and billed accordingly.
• Provide information and reports to be used when compiling annual budgets, projections and/or status reports.
• Process id charges, external charges, and journal entries as needed.
• Receives shipments and assists with inventory record processing.
• Maintains up-to-date knowledge of purchasing policies, practices, procedures.
• Must be able to work overtime during peak periods.
• 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 UM.Accommodation@umanitoba.ca 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.