Max. Rady College of Medicine

School of Biomedical Sciences

Position number: 38338

Date posted: October 15, 2026

Job details

Executive Assistant to the Director - Level 4 (EMAPS) Continuing Full-Time

Full-time:

Yes

Permanent

Yes

Work schedule

35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

Salary

$30.53 to $42.75 per hour ($55,564.60 to $77,805.00 per annum)

Expected Start Date

November 16, 2026

Trial/Probation period

840 hours worked For more information please contact: Nichola Wigle - [email protected]

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Undergraduate degree in a related discipline or administrative training and three years of directly related experience.
- Knowledge of University regulations, programs and procedures.

EXPERIENCE:

- Five years in a university administrative setting dealing with faculty and senior administrative staff.
- Experience with university procedures.
- Experience in dealing diplomatically with the general public, senior leaders, staff, and students is required.
- Experience preparing correspondence on behalf of others in senior positions is required.
- Experience in human resource management including University of Manitoba collective agreements, specifically UMFA, and knowledge of Human Resource policies.
- Experience with VIP, Aurora, and Concur is required.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Knowledge of process and skills in an office environment including software editing tools is required.
- Proficient in use of Microsoft Office (Word, Excel, Outlook) critical.
- Excellent written and verbal communication skills.
- Must have strong analytical and problem-solving skills.
- Must be able to work independently and organize, plan and schedule the work to complete the required tasks.
- Excellent interpersonal and communication skills required.
- Ability to communicate with all levels of staff.
- Excellent ability to balance workload between duties for leadership vs needs of the associated members of the SBMS.
- Must be capable of performing duties outlined.
- Evidence of excellent work record, punctuality and attendance.
- Proven ability to provide excellent customer service.
- Willingness and the ability to learn and master new techniques.
- Ability to work under pressure and meet deadlines required.
- Strong work ethic and demonstrated ability to take initiative, identify problems and recommend / implement solutions required.
- Ability to work independently and on a team required.
- Ability to maintain confidentiality required.
- Must be physically capable of carrying out the duties as assigned.
- Ability to organize, conscientiousness, professionalism, patience and a global perspective.
- Ability to work as a “team” player.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Administrative Support:

- Responsible for the effective administrative operation of the School of Biomedical Sciences (SMBS) Director's Office and serves as a key advisor and resource to the Director on administrative matters within the School.
- Provides confidential executive-level administrative support to the Director and exercises independent judgment in handling sensitive, complex and highly confidential matters.
- Provides senior administrative coordination and operational support for the integrated School of Biomedical Sciences, facilitating collaboration, communication and alignment among the School's six academic departments and School leadership.
- Manages the Director's calendar, schedules meetings and appointments, coordinates daily activities, and ensures effective prioritization of competing demands and deadlines.
- Interprets and applies University, College and School policies, procedures and regulations and provides guidance to the Director and stakeholders as required.
- Serves as the primary point of contact for the Director's Office, assessing the urgency and sensitivity of issues, responding to inquiries, receiving visitors, and directing matters to appropriate individuals.
- Manages incoming and outgoing correspondence for the Director's Office, independently responding to, prioritizing and redirecting inquiries as appropriate.
- Drafts correspondence, reports, briefing notes, presentations, meeting materials and other communications for the Director's review and signature.
- Researches, compiles and summarizes information and prepares background documentation and briefing materials to support the Director's decision-making and leadership responsibilities. Reviews documentation requiring the Director's approval to ensure completeness, accuracy and compliance with applicable policies and procedures.
- Coordinates travel arrangements for the Director, invited guests and School visitors, and prepares or processes related travel and expense claims using University systems.
- Acts as a liaison between the School and internal and external stakeholders, including University offices, government agencies, health system partners, funding organizations and professional associations.
- Serves as the School liaison for FIPPA and PHIA matters, participating in related meetings and supporting School compliance Administrative Assistant activities.
- Establishes, organizes and maintains confidential electronic and paper filing systems, records and administrative documentation for the Director's Office.
- Coordinates the collection of annual reports from academic staff and facilitates the review process, including scheduling review meetings with the Director and Associate Director(s).
- Supports the preparation, review and communication of faculty teaching assignments and workload-related information.
- Coordinates School strategic planning activities and assists in the development, implementation, monitoring and reporting of strategic priorities and initiatives.
- Supports accreditation activities, academic program reviews and the preparation of associated reports, submissions, supporting documentation and action plans.
- Coordinates the preparation, compilation and dissemination of School-level reports, accountability documents and performance metrics, including the School of Biomedical Sciences Annual Report, ensuring accurate and timely reporting to University leadership, the Max Rady College of Medicine,



government agencies, funding organizations and community stakeholders.
- Coordinates administrative activities and operational processes that integrate the work of the School and its six component departments, ensuring consistency, efficiency and effective communication across units.
- Collaborates with departmental administrative teams to support School-wide initiatives, operational priorities, process improvements and the implementation of administrative best practices.
- Supports the Director in advancing administrative efficiencies, standardization and effective management practices across the School's integrated administrative structure.
- Coordinates logistics, scheduling and travel arrangements for invited speakers participating in School, College and Facultywide scientific seminar series, lectures and special events.
- Provides administrative support for the operation and management of School research platforms, shared facilities, core resources and related initiatives.
- Assists with monitoring School administrative budgets, tracking expenditures, reconciling accounts and preparing financial information and reports as required.
- Coordinates and supports special projects, initiatives and priority activities on behalf of the Director, exercising discretion and independent judgment in managing timelines and deliverables.
- Provides administrative and governance support to committees chaired by the Director, including School Council, School Executive, Leadership Team, faculty search committees and other committees as required by:
- Scheduling meetings and coordinating annual meeting calendars.
- Preparing and distributing agendas and supporting materials.
- Recording, preparing and distributing minutes.
- Monitoring and following up on action items and business arising from meetings.
- Maintaining committee records and documentation.
- Ensuring matters requiring Faculty Council, Senate or University approval are submitted within established timelines and tracking outcomes.
- Coordinating nominations and elections for standing committees.

- Supports governance processes within the School by ensuring compliance with University procedures, committee terms of reference, election processes and reporting requirements.
- Provides continuity of leadership administrative operations by independently managing priorities, resolving administrative issues, responding to routine matters on behalf of the Director, and making procedural decisions within established policies, practices and delegated authority.

UMFA Human Resources Support:

- Coordinates and administers academic human resource processes for the School of Biomedical Sciences, including faculty members, department heads, nil-salaried appointees and other academic appointments, in collaboration with departmental administrative staff and the Max Rady College of Medicine Academic Affairs Office.
- Serves as a key resource to the Director, academic administrators, academic search committees and faculty members on applicable University policies, procedures, academic appointment processes and the UMFA Collective Agreement.
- Coordinates and manages the administrative aspects of academic recruitment processes, including faculty and department head searches, from the initial Request to Fill through completion of appointment documentation and onboarding requirements.
- Provides procedural guidance and administrative support to academic search committees, ensuring that School, College and University policies, equity requirements and recruitment procedures are consistently followed throughout the search process.
- Coordinates recruitment activities in partnership with departmental administrative staff, the Max Rady College of Medicine Academic Affairs Office and academic search committee chairs, ensuring all stages of the recruitment process are completed accurately and within established timelines.
- Ensures academic search committee members complete required training and are provided with current procedures, guidelines and supporting documentation related to academic hiring.
- Coordinates School-level promotion and tenure activities and facilitates communication among departmental administrators, promotion and tenure committees, the Director and the Max Rady College of Medicine Academic Affairs Office.
- Provides guidance regarding timelines, documentation requirements, procedures and applicable policies related to promotion and tenure processes and assists in ensuring School responsibilities and deadlines are met.
- Coordinates the receipt, review and forwarding of promotion and tenure documentation requiring School-level review or approval, ensuring submissions are complete and processed within established timelines.
- Acts as liaison between departmental administrators, departmental promotion and tenure committees, the Director and the Max Rady College of Medicine Academic Affairs Office throughout the promotion and tenure process.
- Coordinates documentation, recommendations and follow-up activities arising from School-level promotion and tenure reviews and ensures submissions are completed and forwarded to the appropriate approval authorities within established deadlines.
- Coordinates nil-salaried appointments, reappointments, renewals and onboarding processes in collaboration with departmental administrative staff and relevant University offices.
- Facilitates onboarding and orientation processes for newly appointed faculty members and academic leaders, coordinating required documentation, system access and introductions to School and University resources.
- Coordinates UMFA administrative research study leaves, administrative leaves and other academic leave processes, including preparation of documentation, tracking eligibility and maintaining leave records.
- Maintains confidential academic personnel, recruitment and appointment records in accordance with University policies and records management requirements.
- Monitors appointment, probationary review, reappointment, promotion,



tenure and other academic personnel timelines and advises the Director of upcoming deadlines and required actions.
- Coordinates the preparation, collection and submission of academic personnel documentation, ensuring accuracy, completeness and compliance with relevant policies, collective agreements and reporting requirements.
- Develops and maintains effective working relationships with departmental administrative staff to support consistent implementation of academic human resource processes across the School's six component departments.
- Identifies opportunities to improve the efficiency, consistency and effectiveness of academic human resource processes and supports implementation of administrative best practices across the School.
- Exercises discretion and sound judgment in the handling of confidential faculty, recruitment, promotion, tenure and personnel information.

Academic Program Support:

- Provides administrative leadership and operational support for academic programs administered by the School of Biomedical Sciences (SMBS), including undergraduate, graduate and interdisciplinary programs.
- Coordinates administrative activities related to the development, implementation, delivery and continuous improvement of School administered academic programs.
- Supports the Director, program directors and academic leadership in the planning and development of recent academic programs, program expansions and curricular initiatives.
- Coordinates the preparation, review and submission of program proposals, curriculum changes and supporting documentation required for School, College, University and external approval processes.
- Supports program approval, implementation and review activities by coordinating timelines, documentation, communications and reporting requirements among internal and external stakeholders.
- Coordinates administrative processes related to School-administered graduate programs, including admissions, student progress, academic milestones, scholarships, awards and graduation requirements, in accordance with University regulations and program requirements.
- Provides administrative oversight and support for School-administered undergraduate programs, including coordination with program leadership, faculty members, students, advisors and relevant University offices.
- Supports the administration and ongoing operation of the Bachelor of Health Sciences program in collaboration with the Program Director, Deputy Director and other program stakeholders.
- Acts as a liaison among the School, academic programs, students, faculty members, departments, the Faculty of Graduate Studies, the Registrar's Office and other University partners to facilitate effective program administration.
- Coordinates academic program reporting requirements, including enrollment data, program metrics, annual reports, quality assurance reviews and other reports required by the School, College and University.
- Supports academic program reviews, accreditation processes and quality assurance initiatives by coordinating documentation, stakeholder consultations and required submissions.
- Coordinates meetings and activities of academic program committees and advisory groups, including scheduling meetings, preparing agendas, distributing materials, recording minutes and monitoring follow-up actions.
- Develops, implements and maintains administrative processes, procedures and records to support the effective operation of School administered academic programs.
- Provides guidance to students, faculty members and staff regarding academic program processes, policies and procedures, referring complex matters to appropriate academic leadership as required.
- Supervises and provides direction, training and day-to-day oversight to administrative support staff assigned to School-administered academic programs, including a Graduate Program Assistant position.
- Assists with the development and implementation of administrative procedures and best practices that enhance the effectiveness, consistency and growth of academic programming within the School.
- Coordinates communications related to School-administered academic programs, including information for prospective students, current students, faculty members and external stakeholders.
- Exercises independent judgment in managing program administration priorities, resolving procedural issues and ensuring compliance with University policies, academic regulations and program requirements.

WEBSITE/SOCIAL MEDIA COORDINATOR:

- In consultation with the Director and RFHS Communications support the design and maintenance of the SBMS website.
- Works with RFHS donor relations in supporting communications for donor stewardship.
- Communicates with the RFHS communications teams on a regular basis for updates to the website
- Uses ActiveData for publishing Department news, events, student oral defenses, visiting and academic seminars and other related public announcements.

Other:

- Assists in special projects (consistent with the skills identified in this ) on short notice, as determined by the School of Biomedical Sciences priorities.
- Ensures confidentiality is maintained in office matters.
- Adheres to all safety and health regulations and safe work practices.
- May be required to perform other duties and functions related to this not exceeding above-states skills and capabilities.

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.

📌 Executive Assistant to the Director - Level 4 (EMAPS) (Winnipeg)
🏢 University of Manitoba
📍 Winnipeg