*This is a term position from May 19, 2026 – May 21, 2027*****

The Research Office is responsible for advancing the research enterprise of the University of Winnipeg by obtaining, allocating, and administrating research grants, negotiating research contracts, and ensuring compliance with national and international standards in human and animal ethics certification.

TheDepartment Assistant is a full-time termrole providing support to the Executive Assistant and the Director, Research Services, supporting the efficient day-to-day operations of the Research Office.

Responsibilities:

• Organizes and schedules a range of Research Office meetings.
• Organizes and schedules for committees overseen by the Research Office.
• Arranges and attends committee meetings, takes, transcribes and distributes minutes.
• Assist with organizing new staff onboarding.
• Operates and/or trains others in the operation of automated office equipment and arranges equipment servicing as needed.
• Supports financial record keeping functions and/or prepares material for data processing and reporting.
• Performs bookkeeping activities relevant to month-end and year-end records.
• Makes travel arrangements, processing and monitoring related documentation.
• Maintains digital and physical departmental files, information, inventory and records.
• Processes incoming and outgoing mail and arranges for couriers.
• Compiles data and statistics for the preparation of research-related reports.
• Provides assistance in coordinating research-related events.
• Supports the Executive Assistant with drafting letters of invitation and coordinates with Human Resources to facilitate the final invitations.
• Acts as the main administrative coordinator for iThenticate.
• Monitors Research Office and individual research accounts, providing account balances and histories.
• Contributes to the annual President’s Report for the office of the Vice-President, Research and Innovation, along with the full office annual report.
• Performs post-award record-keeping of grant/contract funds.
• Ensures regulatory requirements are met by providing administrative support to the University Human Research Ethics Committee (UHREB).
• Conducts administrative duties for ethics committees.
• Serves as an ex-officio member of the UHREB.
• Coordinates and administers the review of research ethics applications.
• Reviews and approves of human ethics protocol renewals, minor amendments, and final status reports, and facilitates final signatures on both.
• Performs risk assessments of minimal risk human ethics applications, as requested by the Chair of the UHREB.
• Prepares, logs, and distributes decision letters, ethics certifications, and animal order notifications.
• Maintains paper and electronic files documenting the negotiation, review and approval status of human ethics protocols as required for federal and other granting agency audit.
• Facilitates the timely approval of ethics protocols by providing advice and support to researchers, answering enquiries, conducting preliminary critical reviews, and interpreting review comments and requests for revision as necessary.
• Manages the general Research Office email inbox, including answering general questions and forwarding relevant messages.
• Updates and gathers information for the bi-weekly newsletter.
• With direction from the Director, Research Services, gathers updates to the Research Manual and other informational handbooks and materials.
• Performs other related duties as required or assigned.

Qualifications:

• Undergraduate degree required, Master’s degree preferred
• Minimum 4 years in an office setting.
• Experience in the use of standard office equipment – PC; multi-function printer.
• Experience studying or working in post-secondary environment an asset.
• Experience in research ethics protocols an asset.
• Ability to plan, organize, prioritize and coordinate work activities within and between work groups and supervise secretarial, accounting and complex clerical functions.
• Ability to conduct oneself with a high degree of professionalism.
• Excellent interpersonal skills.
• Computer skills including use of specialized software for grant tracking and administration, experience with Microsoft 365, Cascade, or Envoke software an asset.
• Excellent time management and organizational skills.
• Excellent file management / organization skills.
• Ability to show initiative and work independently with a high degree of accuracy and attention to details.
• Ability to problem-solve.
• Ability to work with interruptions.
• Well-developed oral and written communication skills with ability to develop detailed reports and make presentations when required.
• Ability to understand and/or develop University specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
• Ability to establish and maintain effective working relationships with all levels of students, staff, public and external contacts.
• Knowledge in University research policies and procedures, external granting agency post-award and ethics policy and guidelines, and certification in human ethics review.
• Able to have sensitive interactions and communication with faculty and students.
• Ability to be flexible and work as part of a team and within the University overall.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

The salary range for this position will be from $41,787.20 to $57,657.60 annually.

**Note:**The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.