Department of Pediatrics and Child Health
Rady Faculty of Health Sciences
Position number: 26315
Date posted: August 21, 2026
Administrative Assistant - OA4 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)
Expected Start Date
September 21, 2026
For more information please contact: Amanda Dowbenko - Managing Director - [email protected] (2047878695)
MINIMAL FORMAL EDUCATION REQUIRED:
- Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.
EXPERIENCE:
- Demonstrated competence in office software (word processing, spreadsheets, powerpoint, databases, email, scheduling).
- Demonstrated competence in project planning basics.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Standard computer skills in Microsoft Outlook, Excel, and Word required.
- Strong verbal, listening and written communication skills is required.
- Must possess excellent planning, organizational, project and time management skills are required.
- Organized, efficient, conscientious; excellent attention to detail is required.
- Ability to coordinate flow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency is required.
- A mature collegial and professional manner is required along with a position “can-do” attitude is required.
- Demonstrated ability to work independently and be self-motivated and identify when assistance is needed is required.
- Ability to demonstrate track, diplomacy, professionalism and respect for others is required.
- Ability to retain information on a confidential basis is required.
- Ability to develop position working relationships with others and function as part of a team is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:
- A general knowledge of University and Health Sciences Centre policies, regulation, programs and procedures is preferred.
- A general knowledge of issues that may affect the care of children would be an asset.
Providing comprehensive confidential administrative and secretarial support to the Department:
- Types and/or prepares a variety of general, personal and confidential correspondence including letters, newsletters, presentations, templates, spreadsheets and statistical reports.
- Prioritizes and completes all assignments and duties in order to meet the requirements of the job. Maintains quality and timely completion of work.
- Receives and reviews incoming general and confidential mail and correspondence and involves applicable parties in review, sign off and archiving processes; handles digital and paper based out-basket; arranges for courier services as required.
- Distributes digital mailings from the Department office to members and stakeholders and helps maintain up to date distribution lists and processes.
- Creates the on call schedule for the Associate Medical Directors.
- Assists other department administrative staff with various projects as needed.
- Schedules appointments and arranges meetings/workshops/seminars, etc, for the Supervisors
- Keeping current workload priorities in mind and reminding the supervisors of ongoing commitments.
- Booking conference rooms, arranging catering and equipment as may be required.
- Provides meeting support for assigned committees including:
- Preparing, compiling and distributing agendas and support documentation and material
- Attending meetings to record minutes
- Transcribing, editing and finalizing minutes
- Gathering additional information or taking other follow-up as a result of meetings.
- Makes travel and accommodation arrangements as needed; Prepares reimbursement forms for expenses incurred by the supervisor and reconciles personal travel ledgers as required
- Contributes to an up-to-date department office filing system and files documents and correspondence on a regular basis.
Liaising with and maintain a close working relationship with those who directly report to the Department of Pediatrics & Child Health:
- Maintains an awareness of the ongoing activities within the Department’s portfolio and keeps the supervisor informed of all matters of a pertinent nature.
- Assists the Supervisor by keeping direct reports appraised of changes/updates that affect their portfolios.
Providing administrative support for specified corporate activities and providing back-up coverage:
- Proposes new work methods and office procedures in the interest of efficiency and quality of service.
- Arranges events (i.e. Retirement farewell events in honour of portfolio staff, long service recognition celebrations, staff appreciation events, etc) as required.
- In the absence of Department Office members in the areas of education, finance, and administration, provides back-up assistance including telephone, e-mail coverage, typing of correspondence, scheduling appointments, handling of mail as needed.
- Adheres to all safety and health regulations and safe work practices.
- May be required to perform related duties not exceeding skills and capabilities as required.
Days - Monday-Friday 0800 - 1600
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 204-474-7195. 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.
