Animal Science

Faculty of Agricultural & Food Sciences

Position number: 37129

Date posted: October 14, 2026

Job details

Administrative Assistant - AA1 (AESES)

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:

$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)

Expected Start Date

November 16, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Valerie Poberezhny - [email protected] ((phone hidden))

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

- Undergraduate degree in accounting is required.
- Possession of a valid Manitoba driver's license is required.

EXPERIENCE:

- Minimum one year of directly related experience where knowledge of accounting theory and practice, human resource management, and office administration functions is required.
- Experience with commercial farm operations is preferred.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Excellent communication skills, both verbal and written are required.
- Effective time management, decision making, problem solving and organizational skills are required.
- Demonstrated proficiency using advanced features associated with Microsoft Word, Excel, Outlook is required.
- Demonstrated skills in financial management and analysis are required.
- Demonstrated experience taking initiative and proven skills in coordinating administrative functions of a department is required.
- Strong managerial and leadership skills exercising good judgement, tact and diplomacy are required.
- Must be able to set priorities, multi-task and work effectively under pressure and constraints with a high degree of accuracy.
- Must have the ability to establish and maintain effective working relationships with all levels of staff, student and the public in a professional manner.
- Ability to work both independently and as a team member is required.
- Knowledge of large, complex financial and human resources systems in a union environment is an asset.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

- Must be free of allergies to animals, dust or ammonia.
- Must possess a philosophy compatible with animal-based agricultural research.
- Ability to adapt and devise new procedures and approaches for meeting the needs of a changing workplace preferred.
- Knowledge of university policies, programs and procedures is preferred.
- Knowledge of the agri-food industry would be an asset.

Key responsibilities





- Assisting the HR & Finance Administrator with the financial administrative support of all funds for the Department of Animal Science (ANSC), Department of Entomology (ENT), the Glenlea Research Station (GRS), and the Bruce D. Campbell Farm & Food Discovery Centre (FFDC), (Collectively the "Departments").
- Ensures that all sales follow appropriate financial policies and procedure
- Reconciles monthly FFDC POS and Cash Close reports as provided by the FFDC Manager
- Reconciliation of sales and deposit of cheques and cash to the Cashier's Office
- Monthly reconciliation of a Purchasing Credit Card.
- Ensures funds are available, expenses are appropriate for the fund and proper financial policy, and procedures are followed
- Reconciles and completes Travel & Expense (T&E;) system reports for a T&E; credit card
- Ensures funds are available, expenses are appropriate for the fund, and comply with policies and procedures
- Approves journal entries, Inter Departmental Charges (IDC's), salary transfers and external billing invoices prepared by Office Assistants
- Ensures funds are available, expenses are appropriate for the fund, appropriate authorization is obtained, backups are complete, and comply with policies, procedures, and accounting principles
- Approves all key deposit refund requests and maintains financial reporting of key deposits for review/reconciliation by the HR & Finance Administrator
- Approves all gas card and parking statements for the Departments.
- Assists the HR & Finance Administrator with the data collection and preparation of budgetary estimates and forecasting
- Prepares contracts, facility agreements, leases and Technical Service Agreements for the Departments for approval by the appropriate financial authorities
- Assists the HR & Finance Administrator in the coordination of IPC/RSF funded projects.
- Acts as alternative signing authority on funds in the absence of the HR & Finance Administrator
- Assists the HR & Finance Administtrator with preparation of reports, correspondence, and other administrative requests from Department Heads and Managers
- Supports Department Council and Operations meetings by assisting with logistics and materials and take minutes when the HR & Finance Administrator is unavailable
- Completes all Student Reflection of Instruction (SRI) verifications,



coordinates Deferred Exam requests and related Change of Grade forms for ANSC and ENT
- Under the supervision of the HR & Finance Administrator, and with the Office Assistants, performs and coordinates tasks related to the offering of Certificate Courses.
- Prepares and administers Tenancy Rental Agreements for houses located at the GRS.
- Prepare and submit documentation for rental payments
- Coordinating a review of fair market value of the houses every 3-5 years and provides Payroll with updated taxable benefit information
- Coordinates and reconciles rent and utility payments by tenants for review by the HR & Finance Administrator
- Acts as back up for the approval of Animal Order forms and filing of protocols and amendments
- Maintains a file of approved protocols and amendments
- Backup for the HR & Finance Administrator on other administrative duties
- Assists the HR & Finance Administrator with the management and administration of the general office
- Assists in the training and direction of office staff
- Develops, updates and communicates Departmental office policies and procedures as needed
- Interprets and applies to the provisions of union Collective Agreements, regulations and guidelines for staff and students
- Receives and files all Notices of Injury and Near Miss reports and ensures Workers Compensation Board claims and reporting processes are followed according to UM policies
- Provides reports of safety issues and claims for LASH Committee representative
- Acts as backup for the office staff
- Approves payroll Changes and Additions forms when needed
- Other duties as assigned

Additional information

This is in-person position.

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.

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