Office of Research Services

Vice-President(Research & International)

Position number: 14356

Date posted: May 1, 2026

Job details

Research Grants Assistant - OA5 (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:

$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Expected Start Date

June 1, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Allison Stephen - allison.stephen@umanitoba.ca

Help advance health and biomedical discovery at the University of Manitoba by supporting the research that makes it possible. The Research Grants Assistant plays a key behind-the-scenes role in ensuring funded research thrives by providing post-award grant support to faculty and staff at the Bannatyne campus and health researchers across the University. Working closely with funding agencies, Finance, and internal partners, this position helps keep research projects compliant, well-managed, and moving forward so researchers can focus on what they do best: generating knowledge and impact. This is an in-person position at the Bannatyne campus.

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience is required.

EXPERIENCE:

• A minimum of 3 years’ experience working in an office environment required.
• Experience working in a university, government department, or private foundation setting is preferred.
• General knowledge of university policies and procedures and the University system in general is preferred.
• Knowledge of Research Granting Councils’ policies and procedures would be an asset.
• Knowledge of medical terminology would be an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Demonstrated high level of proficiency with current computer applications; Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat & PDF, are required.
• A well-developed knowledge of general office practices is required.
• Exceptional keyboarding skills with a high level of accuracy required.
• Excellent interpersonal and organizational skills with a demonstrated ability to work independently and accurately are required.
• A high degree of tact, diplomacy, discretion, and professionalism in daily contacts within the University and representatives of various external agencies is required.
• Ability to meet strict deadlines, communicate effectively and diplomatically verbally and in writing with all levels of staff, students, and members of the general public is required.
• Ability to prioritize work under tight timelines and to create an effective method of operating within his/her own environment is required.
• Ability to work in harmony with others and demonstrate tactfulness and sound decision-making is required.
• Ability to pay attention to detail and provide accurate information is required.
• Willingness and aptitude to keep up with changing technology and adapt to changing workloads and priorities is required.
• Capability of performing duties as assigned and accurately is required.
• Ability to perform efficiently under time pressures with extremely heavy workloads in a professional manner while maintaining confidentiality at all times is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Receives, reviews and processes all health research grant award notices, extensions, renewals, additional funding and terminations to meet agency conditions and University procedures.
• Provides support to the SRGS for review and markup of Funding Application Approval Forms (FAAFs) and sends these to the Research Data Coordinator for entry.
• Facilitates the set up for new Funds and any necessary adjustments for researchers. This involves ensuring all the required documentation (FAAFs, ethics approvals, matching funds, application documents etc.) are in place, then communicating the award information to the Research Data Coordinator for data entry and effective tracking, and allowing Finance to set up the Fund.
• Consults with funding agencies to ensure awareness of special terms and conditions, and liaises with Finance, researchers and staff about award conditions.
• Monitors award ethics compliance requirements for new grant awards and ensures all required approvals are in place before a new Fund is allowed to be established by Finance for the researcher.
• Monitors the ethics compliances for extensions and renewals of grant awards, and ensures that the appropriate approvals are in place before processing and communicating the extension/renewal to the Database Assistant and Finance.
• Reviews, processes and monitors Requests for Preliminary Access (RPA) to Grant Funding Before Activity Requiring Ethics Approval is Undertaken for AD-RG’s approval prior to releasing funds for new Fund set-up, as per ORS procedures in accordance with the Tri-Council Memorandum of Understanding.
• Reviews requests for inter-institutional grant fund transfers by University researchers and prepares agreements using established templates for AD-RG approval and signature.
• Reviews inter-institutional grant transfer agreements received from other institutions for approval and signature. Ensures all background documents (FAAF, copy of the application, ethics approvals) have been received.
• Provides in-depth information to faculty and administrators on award process and ORS processing procedures.
• Assists SRGS with compilation and distribution of research information to faculty/administrative units and requests for information from researchers as required.
• Prepares reports on grant activity at the Bannatyne campus for VP (Research and International) Report to the President.
• Interacts with PIs and faculty/administrative units on grant funding issues requiring in depth knowledge of ORS, University procedures, and sponsor guidelines, and determines action required. Assists the SRGS and AD-RG on complex grant award issues as required.
• Provides support for drafting funding opportunity notices. Provides backup support to the Office Assistant for weekly ORS Funding Opportunities Update list of new funding opportunities for distribution to all University faculties.
• Provides backup support for the Research Data Coordinator for entry of FAAFs and awarding of files in the InfoEd system.
• Participates in ORS events, including presenting material to faculty and administrators on award processes and ORS processing procedures.
• Supports effective overall functioning of the Bannatyne office, including occasionally coordinating work by Physical Plant, Caretaking Services and outside service providers.
• Provides backup for the Office Assistant to receive, screen and direct visitors and calls, taking messages and providing information requiring good knowledge of University policies and procedures as required.
• Assists in event planning as necessary/as backup for the Office Assistant (room booking, catering, processing expenses, audio visual, etc.).
• 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.