Department of Psychiatry

Rady Faculty of Health Sciences

Position number: 34375

Date posted: March 6, 2026

Advertised until: March 16, 2026

##Job details

CBT Hub Assistant - OA4 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 hours/week (Monday to Friday, 9:00 am – 5:00 pm)

Salary:

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

Expected Start Date

March 30, 2026

For more information please contact: Nicole Szajcz-Keller - nszajczkeller@hsc.mb.ca (2047877878)

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience.

EXPERIENCE:

• Experience working within an academic research environment is required.
• Experience in electronic file management, agenda preparation, minute taking and other administrative processes required.
• Experience using computers for a variety of tasks including word processing, spreadsheet production, cloud-based communications, file management and reference management required.
• Moderate to advanced skill in managing electronic calendar and meeting scheduling required.
• Advanced skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) required.
• Proven track record of producing results within time and budget constraints is required.
• Advanced skills in online and cloud-based platforms (e.g., MS Teams, Zoom, Doodle, One Drive, Google Workspace, etc.) required.
• Working knowledge of operations within a research and academic environment, including REB submissions and Common CV preferred.
• Experience providing administrative support to a multi-dimensional, fast-paced unit is an asset.
• Experience in a mental health environment is an asset.
• Experience utilizing electronic medical records or patient databases as an asset.
• Experience in a University setting is preferred.
• Working knowledge of social media platforms is an asset.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional verbal, written, and analytical skills are required.
• Must have demonstrated organization, problem-solving and time management skills is required.
• Strong attention to detail is required.
• Highly organized, with excellent communication and interpersonal skills required.
• Working knowledge of operations within a research and academic environment required.
• Advanced skills in Microssoft Office Suite (Word, Outlook, Excel, PowerPoint) required.
• Advanced skills in online and cloud-based platforms (e.g., MS Teams, Zoom, Doodle, One Drive, Google Workspace, etc.) required.
• Must have initiative and diplomacy to work collaboratively with all levels of faculty, staff, students and the public is required.
• Ability to communicate effectively (both oral and written) and professionally with internal and external stakeholders required.
• Must be able to complete assigned tasks accurately and on deadline is required.
• Must be able to set up spreadsheets and databases and create reports utilizing and manipulating the data is required.
• Ability to pay attention to detail and follow instructions required.
• Ability to work independently and in a team environment required.
• Must be capable of performing other duties as assigned is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

##Key responsibilities

• Provides administrative support to the Program Leaders and program staff including calendar management, meeting preparation, and other related activities.
• Coordinates and schedules meetings, videoconferences, sending and answering doodle polls, and initiates calendar invites.
• Manages CBTm Hub client intake forms.
• Registers CBTm participants in the appropriate Electronic Health Record (LIBREMD, Greenspace, REDCap).
• Prepares and sends memos, reports, and other program-related correspondence.
• Conducts entry of administrative/demographic data into databases, compiles data and statistics, and generates reports as required.
• Proofreads and formats reports, manuscripts, grants, and other materials.
• Assists with the organization of meetings, workshops, and special projects, including booking meeting rooms and catering as required.
• Responsible for maintenance and renewal of software licenses, subscriptions, and memberships.
• Completes forms, manuscript and grant submission forms and claim submissions.
• Orderly maintenance of electronic files and records.
• Maintains and regularly updates team CVs and CCVs.
• Assists with collecting credentials, other required information, and signatures during grant and award applications.
• Organizes, attends and takes minutes at weekly CBTm Hub team meetings, facilitator workshops and stakeholder meetings, including preparing and distributing meeting materials, transcribing and distributing minutes, and following up on business arising from the minutes.
• Collaborates with CBTm Hub researchers and clinicians on program improvement projects.
• Ensures CBTm Hub website and social media are up-to-date and active. Works with cloud-based patient management systems to improve processes.
• Handles confidential patient information.
• Manages waitlist of CBTm facilitator trainees and CBTm program participants.
• Assists with the CBTm program accreditation and continuing professional development requirements.
• Ensures the ppreparation and processing of forms related to billing and account management of grants and other funding sources.
• Manages inquiries to the CBTm Hub programs, including program email management.
• Forwards email inquiries to appropriate team members to resolve issues requiring additional information.
• Performs email and telephone reception including greeting, screening and directing program participants.
• Manages CBTm Hub intake forms from referring healthcare sites or self-referrals.
• Communicates with CBTm Hub participants and referral sources with respect to the client's participation in the CBTm program (intake to discharge).
• Facilitates check-in process and manages class participants (Zoom/or in-person).
• Assists in answering questions and providing information to stakeholders, locating desired information and supporting documentation for correspondence.
• Ensures that all communications are handled consistently and professionally in keeping with the strategic priorities and identity of the CBTm Hub Team.
• Communicates with CBTm facilitator trainees to provide updated training materials, Zoom link, and certificate of completion.
• Maintains strong working relationships with other administrative staff that facilitate efficient delivery of the Department's mandate. e - Collaborates with CBTm Hub researchers and clinicians in a professional manner.
• Assists staff during peak periods and absences, providing backup as required.
• 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.