Architectural & Engineering Services

Facilities

Position number: 20473

Date posted: January 30, 2026

Advertised until: February 13, 2026

Job details

Confidential Assistant - Level 4 (EMAPS)

Continuing Full-Time

Full-time:

Yes

Permanent:

Yes

Work schedule:

38.75 Hours/week (Monday to Friday 8:00 am- 4:15 pm)

Salary:

$29.72 to $41.60 per hour

Expected Start Date

March 16, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Angelo De Francesco - angelo.defrancesco@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Minimum Grade 12 is required.
• Completion of recognized office administration and accounting training program is required.
• An undergraduate degree is preferred.

EXPERIENCE:

• A minimum of five years of directly related experience in a senior administrative role is required.
• Experience in developing and implementing administrative procedures is required. Familiarity with construction documentation, contracts, and terminology is essential, as well as experience in a maintenance or facilities management environment.
• Experience with VIP Human Resources Management System and Experience with Aurora Financial Management System would be an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Demonstrable proficiency with Microsoft Office (Outlook, Word, Excel, Access, and PowerPoint) is required.
• Strong interpersonal and written and verbal communication skills are required.
• Demonstrated business writing skills are required.
• Initiative, common sense, problem-solving ability, and the ability to work independently, are requirements for this job.
• Must be detail-oriented and understand the importance of confidentiality. A positive attitude is essential.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Handles correspondence and inquiries on behalf of Director and Assistant Directors; composes memos and letters independently for review and signature; organizes and maintains filing systems; respects confidentiality in all matters.
• Schedules meetings; prepares agendas, minutes, and associated documentation.
• Registers and makes payment for conferences, makes arrangements for travel and accommodations; processes travel expense forms in accordance with University policies; prepares or assists with preparation of staff development forms.
• Keeps attendance records and updates timesheets for Architectural and Engineering Services; may be asked to review attendance / log and track vacation requests and develop associated reports.
• Handles all documentation related to Architectural and Engineering Services human resources matters, including job descriptions, performance reviews, requests for reclassification.
• Assists with creation and distribution of departmental policies, procedures, and directives.
• Maintains electronic and paper filing system and ensures that documents are readily available on shared drive.
• Assists with review and management of operating accounts, income projections, project recovery funds/billings, and specially funded capital projects.
• Organizes construction project information documentation on a project-by-project basis in a prescribed, industry-standard filing structure. Closes out and archives completed projects.
• Assembles, manages, and updates the Department's Procedure Manuals.
• Assists with calculating Architectural and Engineering Services fees and development of contracts.
• Follows up projects where cost estimates have not been provided; verifies budget number(s) to be billed; processes interdepartmental charges.
• Provides administrative support and assistance in assembling various reports, including presentations to various University committees.
• In consultation with Project team, provides management and administrative support for all Board of Governor's submission documents.
• May participate in, and provide administrative support for a variety of special projects.
• Maintain familiarity with administrative processes related to employee records and absence reporting and must be knowledgeable about the use of VIP Human Resources Information System and UM Careers recruiting system. Prepares postings, and application packages for Selection Committees.
• May be required to participate in various Physical Plant or Administrative Services initiatives (strategic planning, budgeting, hosting of conferences, etc.)
• May be required to perform other duties 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.