I. H. Asper School of Business

Position number: 28377

Date posted: September 17, 2026

Job details

Deans Office Administrator - OA4 (AESES) Revised Project Full-Time (Budget Funded)

Full-time:

Yes

Permanent

No

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

October 19, 2026 to April 14, 2028

Trial/Probation period

840 hours worked For more information please contact: Elaine Chipongian - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience

EXPERIENCE:

- Two years of directly related experience as a receptionist required.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Demonstrated proficiency in using basic features of computer software applications, Word, Excel and Access required.
- Strong organizational skills are required.
- Demonstrated ability to multi-task and to cope with a hectic, stressful environment is required.
- Strong interpersonal skills and the ability to communicate effectively verbally, in writing and by email are required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- A working knowledge of Aurora Finance would be an asset.
- Professional appearance and demeanor are essential. Knowledge of the University of Manitoba preferred.
- Able to work in the office regularly from Monday to Friday, 8:30AM to 4:30PM.

Key responsibilities

Reception:

- Perform switchboard and reception duties by receiving, screening, and directing telephone calls, responding to inquiries, and greeting and directing visitors to the appropriate area or contact.
- Prepare and distribute mass communications to faculty, staff, and students regarding building notifications, events, and general information, independently and without supervisory editing.
- Receive, date, and time-stamp assignments and examinations submitted by students when requested by faculty.
- Review, approve, and stamp posters for posting on designated bulletin boards to ensure they meet established posting requirements.
- Maintain RSVP listings for Asper School events and update information as required.
- Prepare University forms, including purchasing, asset disposal, and other administrative forms, as required.
- Maintain an inventory of reception and office supplies by monitoring stock levels, placing orders through Grand & Toy, and ensuring sufficient supplies are available. Oversee the Office Assistant’s organization and maintenance of the supply room and receive supply requests to ensure inventory is adequately maintained.
- Coordinate the ordering and delivery of Culligan water for the building, including monitoring inventory, placing orders as required, and tracking delivery schedules to ensure an adequate supply is maintained.
- Contact and coordinate with courier services for local, domestic, and international deliveries and pickups, ensuring packages and documents are arranged for timely delivery and properly received or dispatched.
- Complete photocopying and document preparation as requested by the supervisor.
- Order various items through EPIC, including air purifiers, ergonomic equipment, and other miscellaneous items, and provide EPIC-related support to other departments as required.
- Follow up on purchase orders through EPIC to ensure orders are invoiced and processed for payment through FAST.
- Update the building directory each term to ensure faculty, staff, and office information remains current.
- Assist the Administrative Services and Building Coordinator with preparing financial deposits received from various departments and provide completed deposits to the Building Office Assistant for delivery to Financial Services.
- Provide guidance and training to Student Office Assistants on reception procedures, daily mail processes, and building maintenance requests as required.
- Provide back-up support for telecommunications administration, including reviewing monthly long-distance charges and preparing and distributing Personal/Research Telecommunication verification reports to faculty and staff.
- Update telecommunication listings and the University of Manitoba Campus Telephone Directory and MTS directories for all departments annually.
- Research and complete administrative projects and assignments as requested by the Business Manager.




- Research and complete projects assigned by the Administrative Services and Building Coordinator, including coordinating large mail-outs, event-related arrangements, food orders, labels, and other administrative requirements.
- Maintain and update the Office and Training Manuals to ensure procedures, processes, and instructional information remain current and accessible to staff.

Building Maintenance and Parking:

- Liaise with Caretaking and Physical Plant to coordinate setup and takedown requirements for special events and room preparations in Drake Centre, ensuring spaces are properly prepared for scheduled activities.
- Assign and process parking requests for full-day, four-hour, and two-hour permits through Offstreet for the CTC Lot and Freedman Crescent Lot. Maintain and update the parking meter booking calendar and coordinate special parking requests with Parking Services for events.
- Review monthly Offstreet parking summary reports and complete the appropriate FOAP allocations to ensure parking charges are accurately assigned.
- Liaise with faculty, staff, and student groups regarding parking permits, parking procedures and regulations, permit completion, and parking violation recourse, providing information and assistance as required.

Room Booking Coordinator:

- Coordinate and process room bookings for students, faculty, staff, and external groups using the AdAstra Room Booking System. Review booking requests to ensure applicable room restrictions, scheduling requirements, and tentative bookings are considered, and provide booking confirmations to the requestor.
- Coordinate the booking of Asper event spaces, including the Main Floor Lounge, Commemorative Rooms, and 517 Staff and Graduate Programs Lounge, for various departments and activities. Prepare and distribute weekly room booking reports to Caretaking and Security Services to support event setup, access, and building operations.
- Coordinate bookings for the Bloomberg Lab through the Outlook calendar as requested by faculty, ensuring the space is available and scheduled appropriately.
- Coordinate the reservation of tables and booths for students, faculty, and staff for events, information sessions, and other activities.
- Communicate applicable housekeeping guidelines, facility-use requirements, and alcohol restrictions to
- individuals and groups using Asper facilities to ensure events are conducted in accordance with established building requirements.

Photocopier:

- Serve as the key operator for photocopier equipment, including monitoring and maintaining photocopier account information in Access and preparing reports for distribution as required.
- Assign and create photocopier access codes for sessional instructors each term and coordinate with the IT Department to ensure codes are properly established and activated.
- Assist faculty, staff, and students with photocopier operations by providing basic troubleshooting support, including clearing paper jams and resolving minor printing issues.

Building Signage Coordinator:

- Coordinate building and office signage requirements for incoming faculty and staff, and staff changes, including ordering signs, arranging delivery, and coordinating installation to ensure offices and spaces are properly identified.
- Maintain an up-to-date inventory and record of building signage and information, including building hours, telephone directories, events, and other relevant notices, and provide current information to the Building Office Assistant for posting on designated bulletin boards throughout the building.
- Coordinate signage updates and replacements as required to ensure information displayed throughout Drake Centre remains accurate, current, and professional.

Mail Procedures: Assist with the coordination and preparation of large-volume mail-outs, ensuring materials are organized, processed, and ready for timely distribution.

- Maintain and regularly update the Mail Allocation Directory to ensure accurate mail assignments and post the current directory on the designated bulletin board in the 4th Floor Mail Room.
- Coordinate courier services for local, domestic, and international shipments through Sierra Courier’s eTrac system,



including arranging pickups and deliveries and providing the necessary shipment information.
- Liaise with courier service providers as required to coordinate delivery schedules, resolve delivery-related issues, and ensure timely receipt and dispatch of packages and documents.

Financial Administration:

- Process Journal Entries and Salary Journals.
- Initiates/Authorizes journal entries (JE), salary journals (PA), ID charges (IDCs) to correct errors, fix overages/deficits, reallocate expenses and record transactions. Creates budget transfers (BT) and sends out requests for inter- and intra-fund transfers as part of budget maintenance. Collects and attaches all necessary information to backup entries. Distributes backup documents accordingly.
- Prepares Transfer of Funds requests (from Trust & Endowments) and allocates the transferred funds to their respective budget (BGT) accounts.
- Assists in budget and year-end duties by preparing accounting entries to correct existing errors and to reallocate expenses.
- Set up recent funds.

Payroll Administration:

- Acts as backup for Payroll direct time entry. Distributes and collects timesheets from all staff and checks hours submitted, codes used, and appropriate approvals. Consolidates information, enters in VIP, and gathers required Time Authorization reports.
- Acts as a backup for reviewing the Payroll Authorization reports for bi-weekly, semi-monthly, and hourly paid staff to ensure validity, accuracy, and completeness of payments. Gathers essential backup information. Identifies and investigates insufficient timesheet approvals, discrepancies in hours reported, and anomalies.
- Acts as a department backup for inputs and manages payroll using VIP Direct Entry for part-time employees, research assistants, and graders. Reconciles all hours to payroll authorizations, and verifies payroll for department members including hourly, biweekly, and semi-monthly.
- Correct payroll errors and issues by preparing Funding Allocation Form (FAF), Correction and Addition Form (C&A;), and/or by initiating salary journals (PA), as required.
- Responds to payroll/HR inquiries and refers to necessary contact, if necessary.

Other Duties:

- Assists departments with financial duties and projects on the absence or limitations of administrative staff, as needed.
- Assumes duties of other administrative staff in the Dean’s Office during vacation or other absences.
- Ability to handle confidential and sensitive information with discretion.
- Ability to perform heavy lifting and other physically demanding duties as required.
- May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The Dean's Office Administrator provides full-time, in office front-line reception and administrative support for the Asper School of Business Dean's Office and serves as a key representative of the Office to students, faculty, staff, visitors, the business community, and other external stakeholders. The incumbent is expected to maintain a consistently professional, welcoming, and service-oriented presence at the reception desk and to demonstrate exceptional communication and interpersonal skills. The position requires strong organizational and time-management skills, attention to detail, initiative, and the ability to effectively manage competing priorities and deadlines in a fast-paced setting. The incumbent must exercise sound judgment and a high degree of discretion in handling sensitive and confidential information, while ensuring the Dean's Office operates efficiently and provides a professional, responsive, and positive experience for all stakeholders. 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 (phone hidden). 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.

📌 Deans Office Administrator(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg