DEPARTMENT ADMINISTRATORS UNIT

I. H. Asper School of Business

Position number: 37357

Date posted: May 6, 2026

Job details

Department Administrator- AA1 (AESES)

Existing 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

July 6, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Elaine Chipongian - elaine.chipongian@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.
• Four years’ directly related office and administrative experience preferred.
• 1-2 years supervisory experience, required.
• Work experience in progressively responsible roles, required.
• Proficiently in navigating and utilizing Microsoft Office 365 applications, including Word, Excel, PowerPoint, Teams, Sharepoint, and Outlook.
• Experience with a diverse set of software packages and portals, such as Microsoft Office 365, VIP, Aurora student,
• EPIC, Fast, Concur, UMCareers, or similar and comparable systems
• Experience working with academic staff in a post-secondary education environment preferred.
• Experience working with and navigating various collective agreements, at the basic level, preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong understanding of Microsoft Office 365, Teams, and SharePoint, required.
• Excellent organizational and multitasking skills, required.
• Strong attention to detail and problem-solving abilities, required.
• Effective communication and interpersonal skills required.
• Ability to work independently and as part of a team, required.
• Knowledge of post-secondary policies and procedures and regulations, preferred.
• Ability to plan, manage and implement new administrative initiatives and process improvement, required.
• Ability to facilitate and coordinate workflow, required.
• Ability to juggle several tasks at once while producing error-free work, required.
• Ability to demonstrate tact, patience and diplomacy when dealing with sensitive matters or difficult customer interactions, required.
• Ability to interface with all levels of university staff, students, and public, required.
• Ability to take initiative, work independently and set own deadlines and priorities required.
• Demonstrated knowledge of and ability to apply administrative best practices, required.
• A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

ADMINISTRATIVE:

• Acts as first line of contact for all department matters, including in-person visitors, phone and email inquiries.
• Understand and interprets administrative procedures, including managing confidential documents, preparing correspondence, and reports.
• Working knowledge of all University of Manitoba policies and Collective Agreements, and whenever necessary, provide information and instruction to faculty members and sessional instructors asking related questions.
• Responsible for keeping an up to date on university policies, procedures, and requirements for departmental use in day-to-day operations.
• Coordinates, reviews, prepares, and submits travel and expense claims for department graduate students, sessional instructors, and guests as necessary.
• Is responsible for various activities within a complex department, including maintenance and security of supplies and equipment, course and examination routines, assisting in timetabling and space allocation.
• Responsible for coordinating, collecting and collating yearly teaching preferences and after a discussion with the Department Head, the Department Administrator is responsible for drafting the yearly teaching load to enable creating all teaching timetables.
• Coordinates and organizes meetings, creates agendas, records minutes, and distributes follow-up actions for all regular and ad-hoc committee meetings.
• Plans, coordinates, and executes Department lunches and Conferences following University policies, including searching out restaurants, creating reservations, booking accommodations, and informing all necessary participants of the details.
• Oversees preparation of all necessary arrangements related to course/teaching delivery, including A/V equipment (for term and on an as-needed basis), textbook and desk copy requests, final exam arrangements, exam deferrals, grade appeals, change of grades, and seating for exams where applicable.
• Collect course outlines and review the materials to ensure the formatting is aligned with RO requirements.
• Manages the content of the Department website, ensuring accurate information is maintained.
• Responsible for coordinating the work programs of the department with the needs and requirements of other faculty and university departments.
• Act as a liaison with other faculties and university departments, academics, and support staff as well as external institutions, agencies and the public, by developing and maintaining effective working relationships.
• May represent the department(s) on faculty and university committees.
• As necessary, aids and advises other university departments and administrative units for matters related to the departments.
• Undertakes special administrative projects as required for the department.
• When necessary, as requested by the Dean’s Office, temporarily covers for other Department Administrators on vacation, sick leave, or while filling Department Administrator vacancies.
• Performs other related duties as required or assigned.

FINANCIAL :

• The incumbent functions as the financial analyst for the department, assisting the signing officer for all budgets held in the department, analysing the annual Department budgets of $5,000,000.00, as well as faculty member grants and budgets of approximately $2,100,000.00.
• Liaison with Business Manager and Budget Officer regarding all budgetary processes.
• Develops and manages departmental records, making financial projections of expenditures, and all related departmental accounting needs. Using FAST, accurate and up-to-date records are maintained to avoid over-expenditures, and follows up on discrepancies.
• Provides guidance to the Department Head on budget development, expenditure projections, and University of Manitoba Policies and Procedures governing the administration of funds held by the University when necessary.
• Executes monthly financial reconciliations on all operating and grant budgets.
• Interprets, and communicates financial information, providing estimates and projections to faculty members who hold various grants and Professorships as requested.
• Acts as unit’s expert for Concur travel and expense claims, including being the first approver for all department claims.
• Initiates and processes payments of the Centre for Accounting Research and Education (CPARF) Awards as recommended by the Dean of the Faculty.
• Collects, prepares, updates, and analyzes data, and statistical reports relevant to the activities of the department.
• Responsible for all purchasing for the unit, including use of the EPIC portal and/or VISA purchasing card. Cardholder/signing authority of a University of Manitoba Travel & Expense Visa credit card for department purchases with reconciliation of charges as they occur.
• Develops Grader/Marker and TA spreadsheets to track hours for budget constraints.
• Allocation and management of the budget for all Marker Grader hours, as per Faculty and Department Policies.
• Inputs and manages payroll using VIP Direct Entry for part-time employees, research assistants and graders, and the processing of late timesheets for all hourly paid department employees.
• Balances and reconciles all hours to payroll authorizations, verifies payroll for the unit’s members including hourly, biweekly, and semi-monthly.

HUMAN RESOURCES:

• Responsible for maintaining and supervising all department payroll and personnel, job postings, and subsequent hiring of staff and students relevant to the department needs for teaching (20-40 per year) and course work (160-200 per year).
• Following strict deadlines, manages bi-annual Continuance/JSP expiry process as per central Human Resources, and the CUPE 3909 Student collective agreement.
• Responsible for processing all documents regarding Right of First Refusal for Sessional Instructors, according to the CUPE 3909 Sessional collective agreement.
• Supervision and performance management of the department's junior administrative support staff which includes training, assigning work, motivating, and mentoring.
• Provides detailed guidance, assistance, support, and information to the department Academic Search Committees. Responsible for all associated paperwork.
• Liaises with recruitment candidates and handles logistical aspects of department recruitment such as travel and visit arrangements, catering, interview scheduling, room and audio/visual booking.
• The incumbent, along with the Dean’s Office is responsible on-boarding new faculty, ensuring all necessary paperwork is completed, and all pertinent information is shared accordingly.
• 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.