College of Nursing

Rady Faculty of Health Sciences

Position number: 28097

Date posted: March 13, 2026

Advertised until: March 20, 2026

##Job details

HR Specialist & Coordinator - AA2 (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:

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

Expected Start Date

April 6, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Lisa Wong - lisa.wong@umanitoba.ca

##Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Undergraduate degree in Human Resource Management, Business Administration, or a related field required.
• Payroll administration training or demonstrated payroll coordination experience is required.

EXPERIENCE:

• Minimum 2 years of progressively responsible experience in human resources administration, recruitment coordination, payroll administration, or related operational roles is required.
• Demonstrated experience coordinating high-volume recruitment processes, hiring practices, and payroll administration in a complex organizational environment is required.
• Demonstrated experience coordinating the full recruitment lifecycle, including position description preparation, job postings, applicant coordination, interview scheduling, offer preparation, and onboarding administration are required.
• Experience supporting HR processes in a unionized environment and working with collective agreements such as AESES, CUPE, and Other Academics is required.
• Experience applying University or organizational policies, procedures, and administrative frameworks in the coordination of recruitment, employment documentation, and payroll processes is required.
• Demonstrated ability to manage multiple competing priorities and strict deadlines in a high-volume, time-sensitive HR and payroll environment are required.
• Experience maintaining HR and payroll data tracking systems, analyzing operational data, and supporting reporting requirements is required.
• Experience working with HRIS, payroll, and administrative systems (e.g., VIP, UMCareers) and standard office software is required.
• Experience working in a large institutional, academic, or healthcare environment is preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Advanced proficiency in Microsoft Office applications (Excel, Word, Outlook) including the use of spreadsheets and databases for HR and payroll tracking and reporting is required.
• Excellent written and verbal communication skills are required.
• Strong organizational and time-management skills with the ability to coordinate high-volume recruitment and payroll processes while meeting critical deadlines required.
• Demonstrated ability to apply established policies, procedures, and collective agreement provisions in the administration of HR and payroll processes required.
• Excellent attention to detail and ability to maintain accuracy when managing complex HR documentation and payroll records required.
• Ability to maintain strict confidentiality when handling sensitive employment and payroll information required.
• Strong interpersonal and communication skills with the ability to build effective working relationships with faculty, staff, and central administrative units required.
• Ability to coordinate workflows and support HR operational processes in a fast-paced and high-volume environment required.
• Demonstrated problem-solving skills and ability to identify procedural issues and coordinate appropriate resolutions required.
• Ability to adapt to evolving administrative systems and organizational processes is required.
• Ability to establish and maintain effective working relationships with internal and external stakeholders is required.
• Professionalism, integrity, and sound judgment when handling sensitive HR matters is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

##Key responsibilities

• Serves as the College’s primary operational contact for non-UMFA HR processes, coordinating the application of University policies, procedures, and collective agreement provisions within established governance frameworks.
• Acts as the primary operational liaison between Central Human Resources and the College of Nursing on recruitment and employment processing matters.
• Provides guidance to supervisors and managers on probation, trial, and annual performance review procedures.
• Monitors probationary timelines and performance review cycles.
• Coordinates documentation and procedural requirements related to performance review processes and maintains associated records in collaboration with the HR Manager.
• Provides operational guidance to supervisors on attendance management procedures, including documentation requirements and procedural steps, escalating complex matters to the HR Manager as appropriate.
• Coordinates documentation and workflow related to non-disciplinary and disciplinary attendance management processes within established University procedures.
• Coordinates the full recruitment lifecycle for all non-UMFA positions within the College of Nursing,
• Provides recruitment process guidance and participates on interview committees as required.
• Provides guidance to faculty, researchers, and staff on hiring processes and procedures.
• Coordinates the preparation and review of position descriptions, job postings, letters of offer, confirmation letters, and appointment documentation.
• Coordinates recruitment workflows and monitors progress across multiple concurrent hiring processes.
• Manages CUPE hiring timelines, reporting requirements, and workflow tracking to ensure contractual deadlines are met.
• Coordinates CUPE Right of First Refusal (RFR) processes.
• Applies CUPE RFR provisions in coordination with Central HR and provides procedural guidance to hiring managers regarding RFR processes.
• Maintains RFR tracking systems and monitors upcoming hiring cycles.
• Provides functional workflow coordination with the HR & Payroll Assistant.
• Works with Central HR Consultants to remain current on best practices, policy updates, and changes to University HR procedures.
• Coordinates salary discussions and appointment processing by liaising between hiring units, Principal Investigators, and Central HR within established compensation frameworks.
• Reviews recruitment documentation to ensure completeness and compliance with University policies and collective agreements.
• Maintains confidential personnel files and coordinates employment appointments within the College of Nursing in accordance with privacy and governance standards.
• Coordinates employment lifecycle changes including hires, renewals, employment adjustments, and terminations.
• Coordinates Scholarship, Fellowship, and Bursary (SFB) employment.
• Provides operational guidance to College staff on hiring processes, onboarding procedures, and HR systems.
• Coordinates onboarding logistics including system access requests and communication with IST and operational units.
• Reviews compensation alignment for excluded roles using internal comparators within established University frameworks.
• Provides procedural guidance on attendance and sick leave documentation in collaboration with Central Client Services and Employee Wellness.
• Escalates confidential or complex HR matters to the Manager, Human Resources in accordance with established governance processes.
• Maintains ongoing communication with the Manager, Human Resources regarding recruitment workflows, HR requests, and operational priorities.
• Identifies procedural gaps in HR processes and develops recommendations to improve workflow efficiency and compliance.
• Coordinates operational activities related to employee wellness documentation and return-to-work processes in collaboration with Central HR and Employee Wellness.
• Coordinates payroll administration within the College.
• Acts as the College contact with Central Payroll for clarification on payroll processes, deadlines, coding updates, and procedural requirements.
• Coordinates payroll processing for a high-volume academic workforce.
• Maintains and updates employee payroll and employment records in accordance with University policies, procedures, and confidentiality standards.
• Investigates and resolves payroll discrepancies.
• Provides payroll-related guidance and information to faculty and staff regarding payroll procedures and timelines.
• Ensures payroll documentation and approvals are completed within established deadlines.
• Maintains strict confidentiality of payroll and employee information in accordance with privacy legislation and University governance requirements.
• Reviews payroll authorization reports and supporting documentation to ensure accuracy prior to processing.
• Oversees payroll transaction workflows and coordinates complex payroll matters with Central Payroll.
• Maintains oversight of workforce leave tracking systems and prepares reports to support operational planning.
• Coordinates payroll reconciliation with the Operations & Finance Assistant, as required.
• Acts as secondary back-up for College payroll entry in the VIP system for hourly and bi-weekly employees.
• Coordinates HR operational components of College initiatives including workforce restructuring, program expansion, and organizational changes.
• Compiles workforce data and prepares analytical reports related to recruitment activity, employment groups, and hiring trends.
• Develops and implements process improvements that strengthen governance, reduce risk exposure, and enhance HR service delivery.
• Analyzes workforce and recruitment data.
• Develops data-informed recommendations to the Manager, Human Resources to improve recruitment efficiency and reduce hiring cycle time.
• Compiles and interprets employment group data and institutional reports to support workforce planning and operational oversight.
• Identifies trends, workflow inefficiencies, and process gaps within HR and payroll operations and develops recommendations for improvement.
• Provides operational and administrative support to the Manager, Human Resources.
• Develops, updates, and maintains internal HR process documentation and job handbooks to support operational consistency and training.
• Attends and participates in meetings as required.
• Contributes to the continuous improvement of HR and payroll workflows and internal administrative processes.
• Participates on committees as required.
• Performs other related 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.