Faculty Office Assistant

Faculty Office Assistant - Office Assistant 4

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)

Appointment Dates November 2, 2026 to November 2, 2027

840 hours worked

For more information please contact: Sade Oke - Folasade.Ok@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institution is required.
• Payroll and Human Resources administration training is preferred.

EXPERIENCE:

• Three years of directly related administrative experience providing senior level support to a dedicated program is required.
• University experience in an Academic Unit preferred.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Demonstrated proficiency in using advanced features of MS Office (word, excel and outlook) is required.
• Strong attention to detail required with experience inputting and transcribing data required.
• Ability to complete assignments and stay focused in the midst of distractions required.
• Bookkeeping knowledge and skills required.
• Virtual and in person event planning experience and knowledge is required.
• Proven decision-making and problem-solving skills in the interpretation and application of regulatory policies and procedures required.
• Ability to work effectively with all levels of staff and students in order to provide quality customer service required.
• Excellent organizational skills and demonstrated ability to prioritize work to meet deadlines required.
• Excellent communication skills are required: must be able to communicate in writing and verbally with, faculty and staff, and students.
• A team player with the able to establish and maintain effective working relationships is required.
• Demonstrated proficiency in using virtual meeting applications (zoom, team, etc.) preferred.
• Knowledge and experience managing website and social media platforms preferred.
• Experience working on Academic Timetables is preferred.
• Experience in applying collective agreements preferred with working knowledge of University agreements considered an asset (i.e. AESES, CUPE 3909 Units 1 & 2).
• Familiar with HRIS systems (UMCareers, VIP, JUMP, etc.) is preferred.
• Demonstrated skill in taking initiative preferred.
• Working knowledge of EPIC, Concur, Banner and Aurora Student is preferred.
• Graduate programs experience is preferred.
• Proven ability to work independently with a minimum supervision preferred.
• Must have a willingness and ability to adapt to changing administrative and financial systems is an asset.
• Self-motivated and seeking continuous improvement over the processes and tasks managed is an asset.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

• Prepares and handles confidential correspondence, reports, university forms, and/or relevant materials related to programs and appointments.
• Schedules and attends steering committee, graduate and department meetings; preparing agendas in consultation with the meeting leads; taking and transcribing minutes.
• Assists Department Heads in the preparation of the Academic Timetables for Regular, Summer and Distance Education courses.
• Coordinates theses proposal and defense processes for Graduate programs.
• Maintains departmental library of all defended and revised theses.
• Assist the Department Head and Centre Directors in the selection of Lecturers, Sessional Instructors, Writer/Storyteller-in-Residence, Community Groups and Support staff.
• Applies and follows the administrative requirements outlined in our collective agreements; this includes postings, recruitment & appointment processes, continuance/discontinuance, Right of First Refusal (RFR),etc.
• Maintains communication with staff and students, including i