Vice-President (External)

Position number: 13290

Date posted: April 23, 2026

Job details

Executive Assistant to the VP (External) - Level 6 (EMAPS)

Continuing Full-Time

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$36.28 to $50.79 per hour ($66,029.60 to $92,437.80 per annum)

Expected Start Date

May 18, 2026

Trial/Probation period:

1820 hours worked

For more information please contact: Lynn Bailey - lynn.bailey@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Degree from a recognized post-secondary institution is required.

EXPERIENCE:

• 3 years of experience in providing senior level administrative and strategic support required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Exceptional organizational skills; ability to coordinate and prioritize multiple projects within tight timelines is required.
• Excellent interpersonal and communication skills, both written and verbal are required.
• High energy and enthusiasm is required.
• Demonstrated commitment to higher education is required.
• Excellent computer skills and the ability to learn and use software programs, including data management systems such as Raiser’s Edge are required.
• Ability to take initiative and work collaboratively with administrative staff, alumni, students, and volunteers; ability to work well in a team environment is required.
• Demonstrated ability to think creatively, work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and deadline pressures are required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Coordinate all meetings, appointments, and travel for the VPE, ensuring agendas, minutes, briefing notes, and related materials are prepared and delivered promptly.
• Oversee the VPE’s calendar and travel arrangements to ensure all administrative tasks are completed accurately, professionally, in compliance with UM policies, and in support of the daily operations of the VPE and OVPE.
• Manage incoming and outgoing correspondence and communications, independently preparing materials for the VPE’s signature as required.
• Foster positive working relationships with UM leadership, and Campaign volunteers, serving as the first point of contact, and delivering responsive and professional service.
• Provide administrative support for the VPE’s external commitments, including committee work, chair roles, and board responsibilities.
• Support the implementation of standards, protocols, and best practices across External Relations and the OVPE.
• Maintain an organized and efficient reporting and filing system, ensuring the integrity of documents are maintained and that documents and information are easily accessible to the OVPE.
• Prepare and submit travel, mileage and other expense claims for the VPE, and complete monthly reconciliations.
• Prepare quarterly VPE expense reporting for review and approval by the Director OVPE.
• Coordinate annual performance management processes for the VPE’s direct reports by scheduling and coordinating documentation requirements.
• Process purchases for OVPE through the University of Manitoba’s EPIC procurement system and/or purchasing credit card in adherence with institutional procedures.
• Support the Director OVPE with HR processes in the UM VIP system for posting, recruitment, and justification of positions that report to the VPE.
• Provide administrative support as required for staff within the OVPE.
• Other general duties include maintaining office supplies and arranging courier deliveries/pick-ups.
• Keep the VPE well-informed of upcoming commitments and responsibilities, following up as needed. Research, triage, and respond to incoming issues and concerns, including those of a sensitive or confidential nature, and determine the appropriate course of action, referral, or response.
• Support the VPE’s donor activities throughout the cultivation, solicitation and stewardship. Maintain awareness of each individual relationship styles, communication preferences, donor motivations, and key milestones. Coordinate meetings ensuring briefing materials are complete and preparation time is secured for all participants.
• Ensure correspondence between the VPE and donors is tracked daily in Raiser’s Edge software.
• Prioritize competing demands, manage matters proactively and efficiently, and monitor projects to completion, ensuring deadlines are met and obtaining the VPE’s review and feedback where required.
• Facilitate effective communication and coordination between the OVPE, executive offices, External Relations, and faculties and administrative departments, demonstrating leadership that maintains credibility, trust and support with senior management and their support staff.
• Coordinate with Donor Relations and the President’s Office to maximize the effectiveness of the VPE and President’s travel time for External Relations activities.
• Follow up on contacts made by the VPE and support the cultivation of ongoing relationships both internally and externally.
• Support the Director OVPE to ensure commitments, tasks and initiatives across ER are completed in a timely manner.
• Work with the Director, OVPE to support External Relations town halls, professional development sessions, and other events as needed.
• Participate in special projects/programs as appropriate.
• Other duties as assigned.

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.