George & Fay Yee Ctr. Healthcare Innov., Vice-Dean Research

Rady Faculty of Health Sciences

Position number: 37536

Date posted: March 9, 2026

Advertised until: March 23, 2026

##Job details

Administrative Assistant - AA2 (AESES)

New Regular Continuing Full-Time (Grant Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

Salary:

$28.83 to $40.63 per hour ($52,470.60 to $73,946.60 per annum)

Expected Start Date

April 13, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Andrea Toyne - andrea.toyne@umanitoba.ca

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Undergraduate degree in related discipline.
• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• Two years of directly-related administrative experience is required.
• Experience organizing events and meetings required.
• Experience completing detailed paperwork with a high degree of accuracy required.
• Experience managing complex calendar and email tasks for managers/directors.
• Five years of directly related administrative experience is preferred.
• Experience in the use of the Aurora Finance System is preferred.
• Experience working with EPIC for ordering and reconciling invoices is preferred.
• Experience working with Concur for travel arrangements and expense claims is preferred.
• Experience working with VIP is preferred.
• Knowledge of the University appointment process, including experience completing appointment forms and supporting documentation preferred.
• Knowledge of the University Collective Agreements, University governance, structure, policies and procedures preferred.
• Experience booking rooms using Astra is preferred.
• Experience working at the University of Manitoba in a similar position is preferred.
• Familiarity with both University of Manitoba and Shared Health systems and procedures is preferred.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Must be proficient in the use of a personal computer and possess extensive knowledge and advanced proficiency in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and the Internet is required.
• Must have knowledge of University of Manitoba policies regarding budgeting is required.
• Must possess initiative as well as the ability to prioritize and manage the workload efficiently and effectively is required.
• Must have good communication skills, both oral and written is required.
• Demonstrated ability to provide high-level executive administrative support, including complex calendar and meeting management is required.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence and briefing notes is required.
• Demonstrated ability to provide excellent customer service is required.
• Excellent note and minute taking skills are required.
• High level of discretion and professionalism with handling confidential and sensitive information is required.
• Must have the ability to manage many forms with accuracy and great attention to detail is required.
• Must have the ability to work independently with interruptions from telephone and people are required.
• Must have good analytical and problem-solving skills is required.
• Ability to engage in both short term and long-term planning is required.
• Ability to plan, prioritize and organize competing tasks is required.
• Ability to communicate effectively to diverse audiences, both verbally and in writing, always demonstrating tact and diplomacy is required.
• Ability to maintain confidentiality is required.
• Ability to develop and maintain professional working relationships and contribute effectively to the objectives of the team is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB-RELATED QUALIFICATIONS:

• Good working knowledge of the University of Manitoba and its policies and procedures would be an asset.

##Key responsibilities

Responsibilities:

ADMINISTRATION:

• Acts as the Administrative Assistant to the Scientific Director with responsibilities including, but not limited to, managing the Scientific Director’s calendar including scheduling appointments and meetings; reviewing agendas daily; and preparing background material required for upcoming meetings.
• Screens and handles all matters not requiring the personal attention of the Scientific Director, uses a high level of judgment, confidentiality, responsibility and independence of action.
• Views, sorts, types a wide variety of confidential correspondence, appointments, and reports.
• Serves as a point of contact for internal staff and external stakeholders, responding to inquiries in a professional and timely manner.
• Assists with email management (triage, delegated task completion, etc).
• Maintains organized and confidential records related to correspondence, meetings, scientific programs, protocols, contracts, and institutional documentation.
• Manages travel bookings and claims for reimbursement for the Scientific Director and assist with bookings and reimbursement for Aurora Clinical Research staff.
• Coordinates internal and external meetings and events; including speaker schedules, agendas, briefing materials, room bookings/virtual appointments, audio-visual equipment, telecommunications, refreshments, guest travel and honorariums; distributes materials, records/distributes minutes and follows up on business arising.
• Tracks deadlines, action items, and follow-ups to support project and operational workflows.
• With prior approval, attends workshops and information seminars pertinent to staff, financial, travel, purchasing, staff benefits and pensions, new software program implementation within the University in order to act as a knowledgeable information source and to act as the main liaison between the University and the Centre.
• Participates in the development and interprets policies, procedures and regulations.
• Provides advice and assistance to other university departments and administrative units.
• Acts as liaison with other university departments, external institutions, agencies and the public by developing and maintaining effective working relationships. Participates in committees, both internally and externally.
• Provides administrative assistance for the submission of grant applications and the submission of studies to medical journals.

PAYROLL/HUMAN RESOURCES ADMINISTRATION:

• Acts as Education contact for Human Resource Information System (e.g. VIP/HRIS project). Disseminates information and changes to CHI/Aurora Clinical Research Office Assistants/secretaries and provides advice as required.
• Responsible to organize annual performance evaluation of Aurora Clinical Research staff.
• Responsible for preparation and processing Letters of Offer and Academic Appointment forms.
• Responsible for preparation and processing of HR forms for new staff and students.
• Independently keeps track of all appointments and re-appointments within Aurora Clinical Research and initiates re-appointment in consultation with individual supervisors/ Operations Director(s).
• Assists staff members with job descriptions and job postings.
• Coordinates employee appointment packages and documentation.
• Enters hourly and biweekly payroll via VIP.
• Verifies payroll authorizations for all staff, ensuring that payroll is the correct amount and on the correct account and problem solving to correct any discrepancies.
• Maintains payroll information files for all staff.
• Responsible for running/maintaining VIP Reports for Aurora Clinical Research staff.
• Trains new staff to ensure compliance with EPIC and Concur.
• Serves on Search Committees for hiring staff that provide service to the administrative functions of CHI.
• Supervises the activities of the Office Assistants engaged in a variety of tasks, including recommending appointments, terminations and promotions, training new staff, preparing schedules, assigning work and performance management.

FINANCIAL ADMINISTRATION:

• Coordinates preparation of Aurora Clinical Research budget, including assisting in budgetary estimates. Maintains budget records, handles payroll and related departmental accounting duties.
• Acts as alternate signing authority for accounts held by the Scientific Director and Aurora Clinical Research.
• Reconciles the University’s Monthly Operating relative the units salary and non-salary expenses, and resolves discrepancies.
• Uses various University programs to check financial data, appointment information, vacation allocations, etc. These actions involve using AURORA Fast and Banner and VIP for payroll and employee information.
• Controls, approves and maintains payroll and personnel records for Aurora Clinical Research staff and students.
• Maintains date records on appointments, terminations, promotions and salary increases.
• Advises Aurora Clinical Research staff members of University policies and procedures pertaining to expenditures.
• Prepares and processes purchase requisitions in EPIC and VISA purchasing card orders.
• Reconciles monthly VISA transactions.
• Responsible for reconciling and approving non-trial related invoices in EPIC.
• Provides back-up for reconciling and approving trial related invoices in EPIC.
• In collaboration with the OA- finance,Prepares and processes Independent Contractor Agreements and Secondment Agreements.
• Processes honorariums and travel and business expense claims for guest speakers and course facilitators.
• Prepares Labour Market Opinion Applications for foreign workers.
• Handles special projects as required for the department.

ADDITIONAL DUTIES:

• Department liaison with IT personnel for computer installation and maintenance and assisting staff with minor computer problems.
• Maintenance and security of supplies and equipment.
• Responsible for space allocation.
• Organizes AV requirements for all rounds, lectures and seminars.
• Creates, organizes and maintains files and records for Aurora Clinical Research.
• Liaises with Service Delivery Organizations (SDO), government, the University of Manitoba and other institutions to seek information and research administrative processes.
• Types, formats, edits and proofreads a variety of documents, including correspondence, from copy, rough draft or dictation.
• Designs templates, spreadsheets and form letters.
• Assists with preparation of presentations in a variety of formats (PowerPoint, overhead slides, handouts).
• Serves as the primary contact for the Scientific Director.
• Takes and relays messages; answers routine inquiries and provides general information.
• Receives, opens, sorts and distributes incoming mail; picks-up and delivers outgoing mail.
• Assists with ordering of routine office supplies; acquires price quotes; checks and stores supplies.
• Recommends and orders office related equipment as required.
• Develops, maintains and updates the procedures manual for this position.
• Support special projects and ad hoc initiatives as assigned by the Scientific Director.
• 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.