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)

Appointment Dates December 1, 2026 to May 31, 2028

840 hours worked

For more information please contact: Grace Rapsing -

Qualifications

MINIMAL FORMAL EDUCATION REQUIRED:

- Undergraduate degree in Business Administration, Commerce, Human Resources, Office Administration, Public Administration, or a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/programs.

EXPERIENCE:

- One year of directly-related administrative experience is required.
- Three to four years of directly related experience is preferred.
- Experience supporting HR, finance, payroll support, records management, or general administrative operations is preferred.
- Experience working across multiple departments or operational environments is considered an asset.
- Experience with process documentation, workflow mapping, or administrative process improvement is considered an asset.
- Coursework or training related to records management, business processes, office systems, or project/process coordination is considered an asset.
- An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

- Strong organizational, coordination, and time management skills are required.
- Demonstrated ability to adapt quickly to varying departmental environments, operational requirements, and administrative systems is required.
- Solid document control, records management, and administrative support skills are required.
- Ability to interpret and apply administrative procedures, guidelines,



and operational processes is required.
- Strong written and verbal communication skills are required.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information is required.
- Strong attention to detail and accuracy is required.
- Ability to work independently while managing multiple competing priorities and deadlines is required.
- Proficiency in Microsoft Office Suite and administrative information systems is required.
- Strong interpersonal and relationship-building skills with the ability to work collaboratively across departments is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Administrative Coordination and Operational Support

- Provide responsible administrative support across departments within the Faculty of Science during staff vacancies, temporary absences, transitions, and peak workload periods to support continuity of operations and service delivery.
- Adapt to varying departmental structures, operational priorities, systems, procedures, and administrative requirements while ensuring assigned activities are completed accurately and within established timelines.
- Plan, organize,



and prioritize assigned administrative activities in response to changing departmental priorities, deadlines, and operational requirements.
- Interpret and apply established university, faculty and departmental policies, procedures, guidelines, regulations, and administrative requirements relevant to assigned functions and provide procedural advice and assistance to staff, faculty, and students.
- Coordinate meetings and committee activities, including scheduling, preparing agendas and supporting materials, recording and distributing minutes, tracking action items, and following up as required.
- Organize and coordinate examinations, conferences, meetings, events, and other departmental activities, including scheduling, room bookings, logistics, documentation, and communications.
- When assigned as part of departmental coverage, provides administrative support for recruitment and hiring processes, including scheduling interviews, preparing candidate itineraries and search documentation, coordinating travel arrangements, processing related expenses, and facilitating required communications and approvals.
- Prepare, process, and submit assigned HR and payroll forms and related documentation in accordance with established University policies, procedures, collective agreements, and approval requirements.
- Use VIP and other University systems to complete assigned hiring and employment administration processes, ensuring required information, documentation, and approvals are complete and accurate.
- Process assigned financial claims, purchases, travel expenses, and related administrative transactions in accordance with university policies, procedures, acc

📌 Administrative Assistant (Winnipeg)
🏢 UM Careers
📍 Winnipeg