Faculty of Science
Position number: 31753
Date posted: August 24, 2026
Office Assistant - OA4 (AESES)
Existing Project Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)plus vacation pay
Appointment Dates
September 21, 2026 to June 22, 2027
For more information please contact: Kellee Strom - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of a formal training program in a related field from a recognized institution required.
EXPERIENCE:
- Three years of directly related experience required.
- Experience providing administrative support within a university, academic, or complex organizational environment is preferred.
- Experience coordinating academic administrative processes such as examinations, registrations, timetabling, academic integrity, student records, committee administration, and grade administration is required.
- Experience interpreting and applying policies, procedures, collective agreements, and administrative guidelines is required.
- Experience coordinating multiple priorities and operational activities while meeting competing deadlines with minimal supervision is required.
- Experience using computerized administrative, student information, payroll, financial, and records management systems is required.
- Experience preparing reports, correspondence, meeting documentation and maintaining confidential records is required.
- Experience coordinating activities with multiple internal and external stakeholders is required.
- Experience providing guidance, training, or functional support to staff, students, or temporary employees is considered an asset.
- An equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Knowledge of University policies, collective agreements, and administrative guidelines is required.
- Knowledge of examination administration, registration, timetabling, and student services processes is required.
- Knowledge of records management principles and confidentiality requirements is required.
- Knowledge of standard office administration practices is required.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) is required.
- Proficiency with administrative information systems such as Aurora, DW Portal, SRI, and other enterprise systems is required.
- Excellent organizational and administrative coordination skills are required.
- Strong written, verbal, interpersonal, and customer service skills are required.
- Strong analytical, problem-solving, and organizational abilities are required.
- Excellent attention to detail and accuracy is required.
- Ability to independently interpret and apply policies, procedures, and administrative guidelines is required.
- Ability to exercise sound judgment, initiative, and discretion within established authority is required.
- Ability to establish priorities and coordinate multiple concurrent activities while meeting competing deadlines is required.
- Ability to anticipate operational requirements and initiate appropriate administrative actions is required.
- Ability to identify opportunities to improve administrative procedures and recommend process enhancements.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information is required.
- Ability to work independently while collaborating effectively with faculty, staff, students, and central administrative units is required.
- Ability to adapt to changing priorities and operational requirements while maintaining a high level of service is required.
- Satisfactory work record, including reliability, punctuality, and consistent attendance required.
Academic Administration and Student Services Support
- Support faculty members and visiting student researchers (e.g., MITACS interns) by coordinating administrative processes and providing guidance on university procedures and documentation requirements.
- Coordinate administrative support for Associate Heads and faculty members by scheduling appointments, organizing meetings, preparing correspondence, and coordinating documentation to support academic and departmental operations.
- Collect instructors' examination requirements and act as the departmental liaison with the Registrar's Office regarding final examination scheduling and related processes.
- Provide administrative support for student registration, course timetabling, and examination administration in collaboration with the immediate supervisor.
- Ensure examination records are retained in accordance with the University's records management policies and procedures.
- Coordinate departmental term work and final grade appeal processes, ensuring documentation is complete and procedural requirements are met.
- Prepare and submit Change of Grade forms to the appropriate faculties, ensuring accuracy and compliance with university procedures.
- Coordinate the deferred examination process by booking examination locations, notifying instructors and students, arranging invigilators, and entering final grades into the DW Portal.
- Coordinate departmental examination viewing sessions by scheduling students, preparing examination materials, arranging invigilators, and ensuring established procedures are followed.
- Administer and coordinate departmental academic integrity processes by maintaining confidential records, checking for prior violations with other faculties, requesting information from students, issuing decision letters, liaising with Student Advocacy, monitoring case progress, compiling reports, and recording meeting notes as required.
- Maintain the accuracy of course information within the Student Rating of Instruction (SRI) system.
- Apply and remove student account holds within Aurora in accordance with established procedures.
- Respond to student inquiries by interpreting departmental and university procedures, providing information, resolving routine matters, and referring complex issues to the Associate Head or Department Head as appropriate.
Departmental Administrative Coordination
- Serve as Recording Secretary for Department Council by preparing meeting materials, recording and distributing minutes, and maintaining official committee records.
- Prepare meeting agendas, record and distributes minutes, and follows up on action items arising from departmental committee meetings.
- Provide administrative and logistical support for departmental committees and meetings by coordinating supplies, arranging catering, preparing and distributing meeting materials, and supporting meeting activities.
- Coordinate travel arrangements and related documentation for faculty members in accordance with university policies and procedures.
- Administer bookings for non-academic classrooms, laboratories, and meeting rooms for department members and the broader University community.
Office Facilities, Records and Information Management
- Coordinate the maintenance and repair of departmental office equipment, including photocopiers, assists with photocopying and scanning activities, and monitor office supply inventories to support uninterrupted departmental operations.
- Administer the department's key and swipe card access program by assigning and recovering keys, ordering replacement keys as required, maintaining inventory records, coordinating the annual key audit with Physical Plant, and ensuring procedures are followed to support departmental security and accountability.
- Act as the departmental liaison with Information Services and Technology (IST) by facilitating telephone services and coordinating service requests.
- Process repair and caretaking requests with Physical Plant and follow up as necessary to ensure timely completion.
- Serve as the department's web contact by managing website updates, ensuring accessibility requirements are met, and liaising with the Faculty Communications team as required.
- Maintain departmental web pages by posting news, announcements, and events as required.
- Compile, maintain, and prepare departmental data and statistical reports to support operational and administrative requirements.
- Administer departmental equipment loans, including laptops and projectors, and maintains associated inventory records.
Client Service and Operational Continuity
- Serve as the department's front-line contact by greeting visitors, responding to telephone, email, and in-person inquiries, providing information, and directing requests to the appropriate resource while maintaining a professional and service-oriented environment.
- Maintains continuity of departmental operations by providing back-up coverage during staff absences and peak workload periods.
- Collaborates with departmental office staff to support cross-functional administrative activities and ensure efficient delivery of departmental services.
- Perform other related administrative and operational duties as assigned in support of departmental objectives and priorities.
- Other duties as assigned.
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 [email protected] 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.
