I. H. Asper School of Business

Position number: 36452

Date posted: March 17, 2026

Advertised until: March 24, 2026

##Job details

Confidential Assistant and Events Coord - Level 4 (EMAPS)

Term Full-Time

Full-time:

Yes

Permanent:

No

Work schedule:

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

Salary:

$29.72 to $41.60 per hour

Appointment Dates

May 4, 2026 to May 14, 2027

Trial/Probation period:

840 hours worked

For more information please contact: Elaine Chipongian - elaine.chipongian@umanitoba.ca

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a post-secondary diploma or degree in a related discipline.

EXPERIENCE:

• Minimum of 5 years senior-level administration/ confidential- secretarial experience.
• Experience working with sensitive and confidential information.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Excellent verbal and written communication skills are required.
• Excellent interpersonal skills are required.
• Strong organizational and time management skills are required.
• Tact, diplomacy, flexibility, and the ability to maintain confidentiality is required.
• Proven knowledge of current computer software technology is required.
• Work independently in a busy environment is required.
• Ability to exercise tact and flexibility when dealing with sensitive issues is required.
• Work under pressure and managing a heavy workload is required.
• Work effectively with all levels of faculty, staff, and students in a variety of solutions is required.
• Work harmoniously with faculty and staff is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

##Key responsibilities

Responsibilities:

CONFIDENTIAL ADMINISTRATIVE SUPPORT TO THE ASSOCIATE DEANS:

• Coordination and management of the Associate Dean’s schedules.

• Prepares and/or assists with the preparation of various documents and correspondence.

• Attends and takes notes at various ad-hoc meetings.

• Provides administrative support to committees, prepares meeting materials and agendas, takes minutes.

• Arranges and coordinates travel logistics.

• Arranges for catering and/or restaurant reservations.

• Processes expenses and travel claims.

• Classifies incoming correspondence and provides responses, where appropriate.

• Researches and prepares draft reports and presentations.

• Provides short-term absence coverage for other Confidential Assistants (Confidential Assistant to the Dean, Executive Coordinator and Liaison), as needed.

• Committee Involvement:

  • Coordinating committee involvement on behalf of Associate Deans.
  • Acts as recording secretary and organizes and provides administrative support of all committees, as required.
    • Awards Committees.
    • New committees as necessary.

• Special Events/Initiatives:

  • Supports respective Associate Dean.

• Deans and Heads monthly meetings i. Distributes invitations to faculty (with appropriate follow up).

  • Collect agenda items.

SPECIAL EVENTS/INITIATIVES

• Community Events:

  • IDEA Dinner:
    • Distributes invitations to faculty and staff (with appropriate follow up).
    • Records RSVP and dietary restrictions.
    • Process payment via EPIC for tickets.

• IGNITE Dinner:

  • Distributes invitation to faculty and staff (with appropriate follow-up).
  • Records RSVP and dietary restrictions.

• Emerging Topics:

  • Book venue; Order food.
  • Distributes invitation to faculty and staff (with appropriate follow-up).
  • Records RSVP and dietary restrictions.
  • Coordinates logistics and equipment needed for the event.
  • Coordinates with the presenter and the Associates.

• Associate Achievement Awards:

  • Book venue; Order food.
  • Distributes invitation to faculty and staff (with appropriate follow-up).
  • Records RSVP and dietary restrictions.
  • Coordinates logistics and equipment needed for the event.
  • Coordinates with the award recipient and the Associates.

• SENFT Family Business Conference:

  • Distributes invitation to faculty and staff (with appropriate follow-up).
  • Records RSVP and dietary restrictions.

• Support the Social Committee with execution of yearly events:

  • For example, but not limited to: Lunar New Year, Cultural Day, Family Day, Winter Solstice etc.

• Academic Events:

  • Hickson Research Day: Support other Staff for organizing.
  • Reg Litz Teaching Day: Support other staff for organizing.
  • Awards Luncheon: Distributes invitation to faculty and staff (with appropriate follow up); records RSVP and dietary restrictions.
  • Long Service Luncheon: Distributes invitation to faculty and staff (with appropriate follow up); records RSVP and dietary restrictions.
  • New Faculty Orientation: Distributes invitation to faculty and staff (with appropriate follow up); records RSVP and dietary restrictions.
  • Assist on-and off-site academic conferences sponsored by the Asper School or chaired by the Dean.

• Student Events:

  • BComm Graduation Dinner: December and April; Distributes invitation to faculty and staff (with appropriate follow up) records RSVP and dietary restrictions.
  • Welcome Day: Support other staff responsible for organizing.

• Orientation Week:

  • Distributes invitation to faculty and staff (with appropriate follow up).
  • Work with committee members.
  • Records RSVP and dietary restrictions.

• Annual Asper Retreat:

  • Book venue; order food.
  • Distributes invitation to faculty and staff (with appropriate follow up).
  • Work with committee members.
  • Records RSVP and dietary restrictions.
  • Coordinates logistics and equipment needed for the event.

• Other Community Events:

  • Ensures attendance/tables are filled by faculty/staff/students for many other events throughout the year.

• Schedules restaurant/ catering reservations/ venues and meeting rooms on behalf of the Associate Deans.

• Other duties as required.

TEACHING, RESEARCH AND STUDENT’S AWARDS

• Research and Teaching Awards:

  • Associate Achievement AwardS
    • Prepares and sends notices to faculty members advising them of the competition and deadline for the nominations.
    • Notify the members of the selection committee of their participation (as outlined in the terms of reference).
    • Collects and reviews of applications and nominations for the awards ensure the inclusion of all the information the selection committee needs to make their decision.
    • Distributes the applications and nominations to the committee members along with the terms of reference, sets up the selection committee meetings.
    • Ensures the sponsors of the award have been advised of the current recipient.
    • Ensures arrangements for the announcement and presentation of the awards are made.

• Committee Involvement:

  • In all instances the incumbent must act with strict regard to the confidentiality of committee deliberations. The incumbent coordinates the work of the Committees chaired by the Associate Deans or the Dean, such as /Head Search/Awards selection committees. Schedules meetings, prepares and circulates committee materials, and maintains all records of the work and decisions of these committees for follow-up, including preparation of correspondence for the chair on behalf of the committee. Research and investigate issues and action items arising from committee meetings, and record and transcribe minutes.
  • Act as recording secretary and organize and provides administrative support for all committees, as required.
    • Search Committees.
    • Awards Committees.
    • Chair and Professorship Committees.

OTHER DUTIES AS ASSIGNED

• Including support for projects as per assigned by the Deanery.
• May be required to perform related duties not exceeding skills and capabilities as required.

##Additional information

The Confidential Assistant provides senior-level administrative and operational support to the Associate Dean of Research and Graduate Research Programs and the Associate Dean of Professional Graduate Programs. This role also serves as the primary contact for faculty events and Dean's Office initiatives related to event planning and coordination. Working in a fast-paced environment with competing priorities, the Confidential Assistant regularly interacts with internal and external stakeholders while managing complex schedules, event logistics, and administrative processes. As a key member of the Dean's Office Executive Support team, the position contributes to the smooth and efficient operation of the office by demonstrating sound judgment, maintaining strict confidentiality, and delivering a high standard of service. The ideal candidate is highly organized, adaptable, and skilled at managing multiple priorities. They possess exceptional time management and prioritization skills, with the ability to adjust quickly to shifting demands and deadlines. A proactive, solutions-oriented mindset and strong event coordination experience are essential. This role is best suited for a high-performing self-starter who demonstrates initiative, strong problem-solving abilities, and the capacity to consistently exceed expectations while working on-site five days per week.

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.