Department Admin and Facilities Coordinator

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community – UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM’s impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba’s Top Employers and one of Canada’s Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

The Department Administrator and Facilities Coordinator provides administrative support to the Head of the Department of Architecture, and to the Head of the Department of City planning, as well as to the Associate Dean Research in relation to the doctoral program. The Department Administrator will support the Departments during program reviews and the Professional Department Accreditation processes. The Department Administrator must be knowledgeable on accreditation standards per the Canadian Architectural Certification Board, and the Canadian Institute of Planners.

This position is responsible for ensuring that all procedural matters of the Departments and Programs and their respective committees adhere to University Policies and Procedures, meeting Rules of Order, Faculty, Department and Program bylaws and regulations, Faculty bylaws and Faculty regulations, and that all university and external accreditation mandates are upheld and represented in departmental accreditation and program reviews. The incumbent must be knowledgeable with respect to the UMFA & CUPE 3909 collective agreement, University policies and procedures, and the day-to-day operations of the Departments, Programs and facilities. Knowledge of governance related to this position requires the ability to exercise considerable independence in judgment and action, together with a high degree of tact, diplomacy and discretion in dealing with all levels of University staff, students and external agencies.

This position is responsible for ensuring the efficient operation of the Faculty's facilities related to day-to-day building operations.

The qualifications and experience we’re looking for:

• Undergraduate degree is required, such as Business Administration.
• One year of directly related experience is required.
• Experience with reviewing and writing comprehensive reports/proposals/documentation required.
• Knowledge and experience with academic hiring processes and immigration matters preferred.
• Knowledge and experience with accreditation and university academic program review procedures required.
• Knowledge of Concur, EPIC, FAST and Banner would be an asset.
• Experience with VIP an asset.
• An acceptable equivalent combination of education and experience may be considered.
• Proficiency in utilizing MS Office at an intermediate level (Word, Excel, Access, Outlook), internet browser is required.
• Knowledge of University policies and procedures as they relate to this position is required.
• Must be able to take/transcribe detailed minutes for complex meetings with excellent knowledge/understanding of meeting Rules of Order.- Excellent interpersonal skills, tact and diplomacy is required.
• Must possess a high degree of integrity, professionalism and sensitivity.
• Excellent communication skills - verbal and written is required.
• Excellent organizational skills with a strong attention to detail is required.
• Must be able to plan, organize, coordinate and establish workload priorities and deadlines.
• Must be able to work independently and participate as a team member when necessary.
• Ability to work under pressure with speed and accuracy is required.
• Knowledge of CUPE & UMFA collective agreement is required.
• Knowledge of University of Manitoba Policies & Procedures is required.
• General knowledge of FIPPA regulations is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Why the University of Manitoba?

Along with being one of Manitoba’s top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

• Comprehensive group benefits and pension plan.
• Competitive vacation time.
• Employee and Family Assistance Program.
• A full spectrum of professional development opportunities.

Closing Date: August 6th, 2025

Applications will only be accepted if you apply on UM Careers.

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 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.

Job Type: Full-time

Pay: $50,086.40-$69,833.40 per year

Benefits:

• Dental care
• Extended health care

Schedule:

• Monday to Friday

Language:

• Mandarin (preferred)

Work Location: In person