College of Rehabilitation Sciences

Rady Faculty of Health Sciences

Position number: 23206

Date posted: May 25, 2026

Job details

College Information Assistant - OA4 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

Salary:

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date

June 22, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Julio Molina-Herrera - Julio.Molina-Herrera@umanitoba.ca

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

• Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience

EXPIERENCE:

• Proficient in Microsoft Office modules – Outlook, Word, Excel, PowerPoint required.
• Experience with assisting University students and faculty is required.
• Eperience with University software systems such as CaterTrax, EPIC preferred.
• Experience creating and maintaining databases is required.
• Experience providing high level customer service in a University setting required.
• Knowledge of University of Manitoba, Rady Faculty of Health Sciences and College of Rehabilitation Sciences policies and procedures is required.
• Experience using Ad Astra Room Booking System preferred.
• Experience using Catalog Navigator is preferred
• Knowledge & use of SRI management and/or other course evaluation software considered an asset
• Excellent attention to detail & accurate data entry skills are required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Advanced skills in Microsoft Word, Outlook, Excel, PowerPoint required.
• Ability to manage heavy workload at peak periods throughout the year required.
• Ability to multi-task and be flexible while functioning effectively and efficiently in a demanding, busy environment required.
• Ability to communicate effectively with all levels of staff, students and the public in a professional, diplomatic manner required.
• Ability to set priorities, multi-task and work effectively under pressure and time-constraints is required.
• Ability to take initiative and contribute in a collegial manner within a team is required.
• Effective time management, organizational, decision-making & problem-solving skills required.
• Ability to complete tasks with little or no supervision is required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB-RELATED QUALIFICATIONS:

• Familiarity with University Policy & Procedures considered an asset.

• Knowledge of College of Rehabilitation Sciences, and the University of Manitoba considered an asset.

Key responsibilities

GENERAL OFFICE RESOURCE / COLLEGE ASSISTANT:

• Maintains knowledge of University and College policies and procedures, and provides information to Students, Faculty and staff regarding same.

• Coordinates Course and Instructor Evaluation schedules through SRI Management.

• Back up for assisting the Admissions Officer with various processes during peak periods including preparation of interview packages, admissions packages, data entry of interview results as needed.

• Coordinate with Program Assistants to update Academic Calendar through Catalog Navigator.

• Prints and posts weekly classroom schedule on appropriate classrooms for the following week.

• Creates and maintains database of email distribution lists for students, faculty and support staff, using IST services as needed.

• Assists Administrative Services & Operations Manager and Administrative Assistants with various projects and administrative tasks.

• Maintains all confidential files, including students files, HR, purchasing, Service Agreements (photocopier, Culligan, etc.,). Prepares files for long term storage or destruction with Iron Mountain and Shred-It as needed.

• Orders office supplies and office equipment for the Office of the Dean, assists with orders for other College equipment through EPIC.

• Reconciles outstanding balances for EPIC purchases and relays information for releasing commitments to Rady Finance.

• In coordination with the Class Techs, manage requests related the maintenance of photocopiers/fax machines; responsible to add toner, staples and troubleshoot; requests service when necessary.

• Responsible for all external contracts related to office equipment and supplies and purchasing.

• Maintains updated knowledge of the AMA Information and Communication Standard and responsible to create alternate formats for documents on request for the College.

• Assigns lockers to students, maintains records and tracks the return at the end of the term.

• Distributes mail/certificates/forms/etc. at request of staff, faculty and student council.

• Technology resource management: creates and maintains equipment pool database (i.e. laptops, digital records, etc); manages software updates / installations, manages repairs and maintenance for faculty, staff and students.

• Manages CoRS Info email account, responding to all inquiries in timely manner. Manages other College sponsored account email accounts such as CoRS Room booking email, and acts as a backup for managing the CoRS Convocation, CoRS Job Fair, CoRS Event email accounts.

• Coordinates access to College Survey Monkey account for CoRS faculty and staff.

• Schedules Staff/Faculty/Students into available rooms for same-day/walk up requests.

• Coordinates and trouble-shoots A/V and computer issues, connects with A/V Services and IST to resolve if unable to fix problem.

• Coordinate the collection of digital information and announcements from Administrative Assistants and Student Council representatives to post on digital display monitors.

• Creates/maintains a procedure manual for task related to job description.

• Maintains and updates College intranet site.

• Regularly update and review content for accuracy and relevance.

• Ensure that documents and resources are current and accessible.

• Manage user accounts and permissions.

• Assist users with login issues and access requests.

• Submit requests to Rady Communications Team for website updates.

• Monitor the user experience and make design adjustments as needed.

• Ensure the site is mobile-friendly and accessible.

• Create and maintain user guides and training materials.

• Conduct training sessions for new users.

• Responsible to gather information, get approvals and send weekly email that is circulated to College on a weekly basis.

• Performs other duties as assigned.

• CLIENT RELATIONS REPRESENTATIVE:

• First point of contact for inquiries to the College (in person, telephone, email, fax).

• Responsible for monitoring and managing the Cors.info@umanitoba.ca, Cors.roombookings@umanitoba.ca and Corssurvey@umanitoba.ca.

• Distributes information about events to College and associated mailing lists.

• Provides general information to the public, students, faculty and support staff.

• Greets, screens and directs visitors, including students, staff and the general public.

• Provides administrative support for faculty offices in RR3.

• Liaisons with HSC security, housekeeping and maintenance for all issues relating to office processes, supplies and

• Acts as a backup for the SLIC Office Assistant, answering the phone for client registration (Jan-Mar) and providing coverage during scheduled leaves.

• Liaises with Caretaking, Physical Plant, Administrative Services & Operations Manager and other Bannatyne services to resolve Rehabilitation Sciences building issues.

• Arranges courier services for pick-up and delivery.

• Sends, retrieves and distributes faxes for the College.

• Manages filing system related to position, including hard copy & archived database.

• Assists with updating information and announcements on College monitors.

• Acts as back up for taking minutes at various meetings as requested.

• Responsible for overseeing part-time student positions engaged in placements with CoRS, including assigning tasks, training, and monitoring progress.

• Acts as the Key Coordinator for the College.

• Performs other duties as assigned by the Administrative Services & Operations Manager.

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.