Department of Educational Admin, Foundations, & Psyc.

Faculty of Education

Position number: 31068

Date posted: September 22, 2026

Job details

Department Administrative Assistant - OA4 (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

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date

October 5, 2026

Trial/Probation period

840 hours worked For more information please contact: Iryna Tsybukh, HR Coordinator - [email protected] ((phone hidden))

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- Completion of a formal training program in a related discipline from a recognized institute plus 3 years of directly related experience required.
- A bachelor’s degree from a recognized University is preferred.

EXPERIENCE:

- An acceptable equivalent of education and experience may be considered.
- Experience in a University environment would be an asset.

SKILLS AND ABILITIES:

- Proficiency in using advanced features associated in a Microsoft Office computer environment with exceptional keyboarding skills required.
- Advanced knowledge of Microsoft Office 365, Outlook, TEAMS, Zoom required.
- Experience using Concur, EPIC, VIP, Aurora-Student, VIP, and Aurora Finance required.
- High level of English language proficiency required.
- Proof-reading and editing skills required.
- Familiarity with UM Learn and Mac computers preferred.
- Excellent organizational abilities required.
- Ability to work independently and take initiative in the Department’s management is required.
- Ability to work as part of a team, collaborating with the other Department Admin Assistant on a daily basis is required.
- High level of confidentiality is required in relation to access to sensitive information.
- Excellent communication skills, interpersonal skills, ability to work effectively with students, staff and the public required.
- Demonstrated problem-solving and conflict resolution skills required.
- Ability to work with students of diverse educational, age, racial, ethnic and cultural backgrounds required.
- Ability to maintain privacy, confidentiality with respect to all communications and records required.
- Ability to develop, maintain proactive relationships with all key constituents including students, faculty and staff, administrators and members of the community is required.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Knowledge of CUPE collective agreements and University policies and procedures preferred.

Key responsibilities

ADMINISTRATIVE SUPPORT

- Provides confidential administrative support to the Department Head, drafting correspondence, collecting data and preparing reports.
- Coordinates meetings and schedules appointments in the Outlook calendar for the Department Head as requested.
- Assists the Department Head in implementing University, Faculty, and Department policies and procedures relating to the day-to-day operation of the Department, providing advice and assistance to faculty members and sessional instructors as needed.
- Provides support to the Department Head to help them fulfil their academic roles – teaching, service and research – where this is needed to enable them to fulfil their administrative duties.
- Prepares agendas, minutes and appropriate reports and materials for Department Council and other meetings, as required. Acts as recording secretary at Department Council Meetings.
- Supports the Department Head in the planning of events such as Department Retreats (booking space, managing catering, preparing materials, etc.).
- Receives students and visitors to the Department Office.




- Acts as liaison with other academic departments and administrative units.
- Acts as the first point of contact for sessional instructors.
- Manages Department phone, email and correspondence inquiries relating to the functions of the Department.
- Supports Canada Research Chairs within EAFP, coordinating meetings and scheduling appointments in the Outlook calendar and assisting with travel arrangements and Concur reports as requested.
- Recommends and develops improved procedures to maximize efficiency and resource utilization, using independent judgement and self-initiative.
- Supports the Department Heads to orient new faculty members and sessional instructors to facilities within the Faculty and the University of Manitoba, to policies and practices, and to administrative and office equipment and procedures.
- Supports faculty members and sessional instructors with training on the printing, photocopying, and scanning of documents. Provides support on document preparation as required.
- Arranges room bookings for meetings or as requested by department members and sessional instructors.
- Coordinates pick-up and delivery of courier packages.
- Arranges for parking permits for visitors.

ACADEMIC SUPPORT
- Maintains and monitors scheduling reconciliation reports and timetabling information for course offerings each academic term.
- Manages and collects course outlines for each term. Provides copies to new instructors as appropriate.
- Ensures that student grades are entered and approved on Aurora-Student. On occasion enters grades for instructors.
- Coordinates student rating of instruction (course evaluations) process for all courses through SRI system.
- Maintains graduate students' program files, collects program forms and progress reports and distributes as required
- Processes requests for time extensions, grade appeals and change of grades.
- Accesses and provides support to faculty members and sessional instructors in using AURORA-Student for students' records, class lists and enrolments.
- Requests and receives desk copies of textbooks for instructors from publishers and local publisher representatives.
- Manages audio-visual bookings and book orders for courses.
- Orders and picks-up Special Orders from the Bookstore.
- Prepares thesis and comprehensive oral examination paperwork and announcements for M.Ed.’s: booking space; ordering audio-visual equipment as required for student; circulating announcement.

HR AND PAYROLL SUPPORT
- Creates and manages sessional instructor and teaching assistant/marker position vacancies on UMCareers in accordance with the CUPE 3909 Collective Agreement.
- Processes payroll paperwork for research assistants and changes to sessional instructors and teaching assistant appointments.
- Prepare RFRs letters of offer for sessional instructors and letters of continuance/discontinuance for student lecturers/instructors following the appropriate collective agreements.
- Prepares and tracks appointments and letters of offer for Adjuncts and Sr. Scholars, ensuring that renewals are completed in a timely manner.
- Compiles and maintains confidential employee records for academic staff, sessional instructors, markers and research/teaching assistants, including SRI’s and annual reviews, and maintains updated lists of sessional instructors.
- Processes weekly payroll entry for hourly employees.




- Reviews payroll reports and completes corrections and addition forms as required.
- Coordinates timesheet submission process, providing direction to research assistants when changes are required and updates hourly payroll spreadsheet on a weekly basis.
- Distributes cheques for sessional instructors, markers and research assistants when direct deposit is delayed.
- Provides General Office with names of sessional instructors for each academic session and other departmental information.
- Supervises and delegates duties to casual office staff.

BUDGET SUPPORT
- Serves as Department Budget Officer assisting the Department Head in setting Department budget, providing data, and making recommendations.
- Creates and maintains a budget spreadsheet using Microsoft Excel for Department budget records, entering data and reconciling monthly operating report and source documents (backup) on a monthly basis, following University policies and procedures.
- Investigates discrepancies on the monthly operating report and advise Faculty’s Financial team if corrections or adjustments are needed.
- Provides a current budget statement to Department Head on a monthly basis or as requested.
- Provides a current individual budget statement to Department members upon request.
- Processes all departmental purchase orders in EPIC and requisitions for payment of expenses, following up to ensure that process is complete.
- Processes orders on UofM’s Purchasing card and reconcile transactions.
- In collaboration with the CTL Department Admin Assistant, processes EPIC orders for mail room and Room 227 supplies orders.
- Acts as first point of contact for all Concur questions and travel-related matters following University policies and procedures,
- Assists Department Head with travel arrangements and prepares their Concur reports,
- Reviews all Concur expense reports for compliance with University policies and procedures and granting agencies policies, approving the reports for accuracy and forwarding them to the Department Head or Dean for authorization.
- Provides assistance to all Department members to ensure policy compliance and assists with revisions on Concur expense reports.
- Assists with travel arrangements for Department members, as required, following University policies and procedures.
- Assists with travel arrangements for visitors during academic recruitment and/or as needed.
- Processes paper travel/expense claims and honorarium payments, as needed.

Other Duties as Assigned
- Undertakes special projects and assignments, and perform other related duties as assigned by the Head.
- Assumes other responsibilities in the Head's absence.
- Assists other staff members during peak workload conditions.
- Other related duties as assigned or required.

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 [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.

📌 Department Administrative Assistant(AESES) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg