Faculty of Science

Position number: 37782

Date posted: May 6, 2026

Job details

Administrative Assistant - AA1 (AESES)

New 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:

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date

June 1, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Kerry Nemet - Kerry.Nemet@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

• An undergraduate degree is required; a degree in Business Administration is preferred.
• Knowledge of university regulations, programs and procedures as they relate to the function/program.

EXPERIENCE:

• One year of directly related administrative experience is required.
• Minimum of three years of progressively responsible administrative experience in a post-secondary, or similarly complex environment.
• Experience supporting human resources processes, including hiring documentation, onboarding coordination, payroll support, or handling confidential employment records.
• Experience in financial administration, such as budget tracking, expense reconciliation, processing travel claims, or working with financial systems (e.g., FAST, VIP, Concur, EPIC).
• Demonstrated experience in academic program or student support administration, including coordinating admissions, scheduling, records management, or assisting students with program-related inquiries.
• Experience providing committee and office administrative support, including preparing agendas, recording minutes, and coordinating follow-up actions.
• Experience managing high-volume workflows and balancing competing deadlines in a fast-paced environment.
• Knowledge of University policies and procedures related to student programming, travel, and purchasing is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Proficiency with Microsoft Office applications (Word, Excel, Outlook, Teams) including intermediate-level Excel skills for data tracking and reporting is required.

• Skilled in using administrative and financial systems such as FAST, VIP, Aurora, Concur, and EPIC is required.

• Strong written and verbal communication skills, with the ability to prepare clear correspondence, meeting minutes, and instructional documentation is required.

• Excellent organizational and time-management skills, with the ability to prioritize competing tasks and meet deadlines, are required.

• Strong data entry skills with high accuracy and attention to details are required.

• Ability to exercise sound judgment, discretion, and confidentiality in handling sensitive information is required.

• Ability to troubleshoot issues proactively and resolve routine problems independently is required.

• Ability to build positive working relationships and communicate effectively with students, faculty, staff, and external partners is required.

• Ability to manage multiple projects, coordinate complex processes, and maintain accuracy under pressure is required.

• Ability to work both independently and collaboratively within a team environment is required.

• Demonstrated reliability, professionalism, and strong customer service orientation are required.

• Adaptability and willingness to learn new systems, processes, and technologies are required.

• Initiative in identifying opportunities for process improvement and contributing to operational efficiency is required.

• Ability to represent the department in a respectful, supportive, and service-oriented manner is required.

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

Key responsibilities

Responsibilities:

Human Resources and Payroll Administration

• Lead, coordinate, and administer recruitment and hiring for CUPE 1 & 2, nil-salaried employees, and UMFA faculty, ensuring compliance with collective agreements and university policies.
• Manage UMFA faculty searches by coordinating committee activities, taking minutes, arranging travel, and preparing all required HRIS documentation.
• Oversee onboarding for new hires, including email/system access, signage, and FAST training.
• Administer payroll and employment records, prepare Funding Allocation Forms, and support payroll adjustments.
• Identify and resolve payroll discrepancies, communicate with affected employees, and escalate issues as needed.
• Coach and mentor OA5 time-entry staff to ensure accuracy, consistency, and efficiency in payroll processes.
• Provide guidance on policies and procedures from FGPS, the Faculty of Science, and the Registrar’s Office.

Financial, Budget and Grant Administration

• Support the Department Administrator with departmental finances, including budget tracking, expenditure analysis, and year-end reconciliation using FAST and VIP.
• Prepare and review salary expenditure and payroll reports.
• Track graduate stipend renewals, alert Principal Investigators of funding needs, and maintain SFB records.
• Manage stipend adjustments for UMGF and NSERC awards, ensuring accurate payments in VIP.
• Provide guidance and training to Principal Investigators on GETS/SEGS applications to ensure compliance.
• Graduate Program Administration, Academic Advising and Student Support:
• Advise current and prospective graduate students on program requirements, degree plans, and academic progress.
• Collaborate with the Associate Head Grad/Undergraduate Programming to prepare TA and GM schedules, ensuring CUPE compliance.
• Lead and coordinate graduate admissions for MSc and PhD programs, including reviewing applications, calculating GPA, facilitating admission decisions, and maintaining student records.
• Liaise with FGPS and the Registrar’s Office for record updates and graduand reporting.
• Coordinate graduate course offerings each term, schedule courses in Aurora, and post updates online.
• Process course additions, deletions, and modifications, and review annual program entries.
• Resolve complex student issues by coordinating with faculty advisors and administrative offices.
• Monitor prerequisites and registrations, and process overrides to ensure accurate student records.
• Assist with all student awards, travel grants, and orientation activities.

Academic Scheduling, Program Records and Data Management

• Develop and maintain databases tracking admissions, enrolments, and student progress.
• Compile and analyze statistical data for departmental reporting, accreditation, and strategic reviews.
• Coordinate thesis proposals, examinations, and defenses, including committee confirmations and room bookings.
• Update graduate student forms, process templates, and procedural documentation.

Office Administration and Committee Support

• Act as liaison between Department Administrator and staff to ensure timely task completion.

• Provide administrative support for committees, meetings, and projects: prepare agendas, take minutes, coordinate follow-up.

• Assist with departmental events: seminars, workshops, and special functions.

• Serve as Secretary to Departmental Council: prepare agendas, document minutes, and facilitate communications.

• Maintain departmental records, databases, and electronic and physical filing systems while providing backup support to office staff.

• Serve as backup to the Department Administrator when needed.

• Support cross-training of office staff to maintain flexibility and continuity of operations.

• Contribute to process improvements to enhance efficiency and service quality.

• 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.