I. H. Asper School of Business

Position number: 37251

Date posted: January 30, 2026

Advertised until: February 6, 2026

Job details

Lead, Dean's Office Executive Support Team - Level 5 (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:

$32.12 to $44.97 per hour

Expected Start Date

March 2, 2026

Trial/Probation period:

1820 hours worked

For more information please contact: Stephanie Famous - Stephanie.Famous@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

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

EXPERIENCE:

• Minimum of 5 years senior-level administrative/ secretarial experience.

• Experience working with sensitive and confidential information.

• Proficiency in data analysis tools and software (e.g. Tableau, Power Bi) is a plus**.**

• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Excellent verbal and written communication skills required.

• Excellent interpersonal skills required.

• Strong organizational and time management skills required.

• Tact, diplomacy, flexibility, and the ability to maintain confidentiality required.

• Strong understanding of MS Office 365, Teams, and SharePoint required.

• Proven knowledge of current computer software such as Word, PowerPoint, and Excel required.

• Ability to quickly learn other software such as Qualtrics (survey software) and reporting software required.

• Ability to work independently in a busy environment required.

• Ability to exercise tact and flexibility when dealing with sensitive issues required.

• Ability to work under pressure and manage a heavy workload required.

• Ability to work harmoniously and effectively with all levels of faculty, staff, and students in a variety of contexts required.

• Ability to multi-task required.

• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Knowledge of University policies and procedures (desirable).
• Demonstrated knowledge of the UMFA collective Agreement or similar collective bargaining agreements, University and Faculty By-Laws and Policies and Procedures (desirable).

Key responsibilities

• Exercise independent judgment in managing the Dean’s schedule, ensuring strategic prioritization of meetings, events, and time-sensitive commitments.
• Establish work priorities autonomously, resolve scheduling conflicts, and make decisions based on urgency and alignment with the Dean’s strategic agenda.
• Coordinate all aspects of the Dean’s calendar, anticipate needs, and adjust plans as priorities shift.
• Prepare draft communications and assist with correspondence; provide recommendations on messaging, tone, and context to ensure alignment with University policies and reputation.
• Undertake special projects and responsibilities assigned by the Dean; attend meetings, capture action items, and provide informed recommendations for follow-up and decision-making.
• Provide administrative support to committees, prioritize agenda items, prepare briefing materials, and offer recommendations to enhance meeting effectiveness.
• Schedule catering, restaurant reservations, and secure travel arrangements (air, hotel, ground transportation).
• Book meeting rooms and prepare agendas and materials; record and transcribe minutes, providing actionable summaries to guide decisions.
• Collaborate with search committees on senior administrative hiring; manage sensitive candidate information and ensure compliance with process requirements.
• Organize and maintain detailed filing and recall systems; maintain electronic central filing for guidelines, policies, and key documents.
• Communicate on behalf of the Dean for routine matters, clarifications, and scheduling; serve as first point of contact for internal and external stakeholders, screening and prioritizing communications.
• Screen calls and appointment requests; liaise with University officials and senior business leaders.
• Develop, review, and refine correspondence, ensuring clarity, tone, and strategic alignment with institutional standards.
• Oversee financial transactions, expense claims, and related documentation; prepare purchase requisitions, contract routing forms, HRIS entries, and expense reports, ensuring compliance and accuracy.
• Prepare draft reports, presentations, and speeches; conduct research and synthesize information to support decision-making and strategic communication.
• Welcome visitors in the Dean’s absence; manage unannounced visits and facilitate onboarding of new hires.
• Provide vacation coverage for the Confidential Assistant to Associate Deans.
• Prepare and distribute Faculty Council agenda materials; maintain accurate distribution lists and databases; monitor attendance and ensure elections are completed.
• Record and transcribe Faculty Council minutes; ensure action items are completed; prepare meeting presentations and coordinate room, equipment, and catering.
• Coordinate meetings for Faculty Council committees, distribute materials, record minutes, and track follow-up actions.
• Organizes annual faculty events, including Associates Fall Reception and CSA/STAGS luncheons.
• Coordinates additional special events as required and maintains regular communication with faculty and staff.
• Manages two full-time Confidential Assistants and 1–2 part-time student assistants, overseeing workflow, resource allocation, and process improvements.
• Handles hiring, training, performance management, evaluations, and disciplinary actions.
• Develops work schedules, approves absences, and ensures coverage for continuous operations.
• Oversees financial transactions, budget planning, and resource allocation.
• Provides strategic advice on policy, governance, and operational matters; manages confidential information.
• Represents the Dean’s Office with senior administrators and external stakeholders.
• Coordinates high-profile meetings and events aligned with institutional priorities.
• Other 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.