Total Compensation & HR Systems

Human Resources

Position number: 34879

Date posted: April 30, 2026

Job details

HR Service Centre Associate - Level 3 (EMAPS)

Continuing Full-Time

Full-time:

Yes

Permanent:

Yes

Work schedule:

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

Salary:

$26.78 to $37.50 per hour ($48,739.60 to $68,250.00 per annum)

Expected Start Date

June 1, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Julia Panchyshyn - Julia.Panchyshyn@umanitoba.ca (4312941713)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of high school required.
• Some Human Resources education preferred.

EXPERIENCE:

• Minimum three years of general office experience required, preferably in a human resources department in a unionized environment.
• Working experience with Microsoft Office (Excel, Outlook, etc.) required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong analytical skills for form analysis essential.
• Ability to pay strict attention to detail and be highly accurate with data entry essential.
• Client support/customer service experience essential.
• Must possess excellent organizational skills and the ability to prioritize as well as the ability to deal with multiple tasks while meeting deadlines are required.
• Ability to carefully follow procedures and rules required.
• Strong interpersonal and communication skills and demonstrated ability to work effectively in a team environment essential; tact and diplomacy required.
• Demonstrated ability to maintain confidentiality is required.
• Mathematical skills required to calculate complex pay adjustments are required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Experience with, and/or knowledge of VIP or similar HRIS (human resource information system) strongly preferred.
• Knowledge and ability to use queries and to apply formulae in Excel an asset.
• Knowledge of University policies and employment groups an asset.

Key responsibilities

DOCUMENT ANALYSIS AND HR INFORMATION MANAGEMENT:

• Review and analyze accuracy of Hiring Workflow data and forms received, verifying that all required information and accompanying documents are included (ie: legal documents, correct letters of offer), and that information meets applicable University policies/collective agreements and/or Employment Standards provisions. Follow up on missing or inaccurate information with unit (student and support staff hires) and Provost Office (academic hires).
• Determine the appropriate guidelines/rules for specific categories of hires either from Hiring Workflow or forms, based on compensation group and type of appointment (ie: daily base hours, overtime issues if multiple appointments, eligibility for leaves, reduced appointments, Position Discontinuance, Terminations, vacation time vs vacation percentage, maternity/parental leaves, sick leaves, self-directed and banked overtime).
• Use in-depth systems knowledge to review employee record before processing, to determine the correct information to approve or enter in VIP ensuring that the correct compensation group, employee type, benefits rules, pay cycle, position group, and schedule are used. Determine if overrides are required (ie: schedule, pay detail, GL’s), and determine appropriate schedule to assign, keeping in mind transaction codes for pension vs non-pension, service vs non-service, daily base hours, taxes, etc. If approval to hire required from President’s Office/Board of Governors or Provost Office, ensure hiring data or documentation is reviewed for completeness, determine next Board of Governor meeting date if applicable, and forwarded to appropriate office for approval by established deadlines.
• Meet specific cyclical deadlines for different payrolls, Hourly, Biweekly and Semi-Monthly.
• Responsible for the set-up and calculation of maternity leaves for all qualified employees; AESES, EMAPS, UMFA, GFT, Unifor, and Other Academic. Determines eligibility and sets up according to policy and/or collective agreement. Recalculate employee salary based on changes throughout the leave (ie: salary adjustment, step increase, change in El amount). Calculations can become very complex, especially when employee holds multiple positions simultaneously (ie: GFTs).
• Responsible for analyzing requests for changes to Scholarships and Fellowships for Educational Purposes by units, then making amendments in VIP. Amendments often affect the monies being paid to the student and calculations can become complex, especially when change requests are received late and award amounts are revised/increased/extended by unit retroactively.

HR SERVICE CENTRE SUPPORT:

Internal Support:

• Provide advice to internal HR department units on a wide range of issues using indepth systems and business knowledge (ie: which form/letter to use, schedule or coding issues, posting errors).
• Seek advice from Client Services on collective agreement interpretation and approval to hire.
• Both seek from, and provide advice to, HR Systems on access, retro GL and e-hire and Hiring Workflow issues (ie: postings or offers ‘stuck’ that need to be manually pushed through).

External Support:

• Provide advice and coaching to external departments (including faculty-based HR staff) on Hiring Workflow, appropriate forms, form content and business processes (ie: pay cycles, position numbers, department hierarchy). Inquiries can be complex and time consuming, as they may relate to leaves (ie: maternity, adoption, sick) or complicated appointment set-ups in VIP (ie: reduced appointments).
• Provide wide variety of assistance to callers on the Help Desk. Indepth knowledge of VIP and broad knowledge of University departments/faculties required to answer questions related to systems access, pay/benefits/pension, and job application procedures for UM Careers.
• Trouble-shoot wide variety of issues (via phone, email and Teams) with unit hiring managers, administrative assistants, business managers and applicants (both internal and external). At times may have to guide a job applicant through the entire application process, step-by-step, so patience, excellent customer service and communication skills are required.
• Assist unit hiring managers and administrative assistants with navigation and technical issues relating to HR systems (VIP, UM Careers).

ERROR ANALYSIS/RESOLUTION:

• Using indepth system and business knowledge, follows up on pay run errors (ie: incorrect schedules, fatal error transaction codes on premiums, incorrect gross transaction entries) and regularly generated errors reports (ie: assessing and fixing primary position set-ups).
• Responsible for processing complex pay adjustments for position discontinuances, final payouts, and overpayments.
• Work from daily and weekly error reports to determine cause of errors and resolve by checking/changing information in VIP (ie: primary position management, incorrect employee types, schedule issues, student status issues, missing contract end dates). Reports are based on manual setup of information in VIP as well as electronically fed information from UM Careers database.
• Work with the different Modules in VIP: Hire/Rehire, Position Change, Termination, Leave of Absence, Return from Absence, Lay Off, Corrections, HRM Control Table, Compensation and Payroll Registers.
• Work closely with Payroll Services, Staff Benefits and Pension Office staff to identify/rectify errors or potential errors in pay/benefits/pension.

Other:

• Provide backup to other HR Service Centre Associates for holidays/absences and last-minute forms/projects.
• File processed forms in Xtender, and legal documents in VIP.
• 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 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.