Undergraduate Medical Education, Max Rady College of Medicine
Rady Faculty of Health Sciences
Position number: 35604
Date posted: June 29, 2026
Assistant Office Admin Lead - AA2 (AESES)
New Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$28.83 to $40.63 per hour ($52,470.60 to $73,946.60 per annum)
Expected Start Date
July 27, 2026
For more information please contact: Dave Fidler - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:
- Undergraduate degree in a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.
EXPERIENCE:
- Two years of directly related administration and financial experience required, preferably in a post-secondary educational environment.
- Experience in using intermediate to advanced level computerized software packages, including primary functions for Adobe Acrobat and MS Office software such as Word, Excel, Outlook, and PowerPoint, is required.
- Proficiency in computerized software for financial analysis and assessment, along with the ability to perform accounting procedures and reconciliation, required.
- Experience managing boards or committees, including organizing meetings, maintaining agendas, minutes, and reporting required.
- Experience in planning and coordinating schedules, events or projects is preferred.
- An equivalent combination of education and experience, as recognized by the University of Manitoba, may be considered.
SKILLS AND ABILITIES:
- Exceptional verbal and written communication skills, including the ability to draft documents and explain and present detailed information, are required.
- A high degree of analytical thinking is required.
- Skills in developing and maintaining spreadsheets and databases, and creating reports are required.
- Ability to maintain working relationships with a diverse staff, students, Faculty, and the public is required.
- Ability to understand and independently manage administrative issues and problems is required.
- Demonstrated ability to plan, prioritize, organize, and complete multiple work assignments and tasks or projects simultaneously according to deadlines, with attention to detail, and adapting to shifting priorities is required.
- Ability to ensure the completion of detailed administrative, service, accounting and analysis routines independently is required.
- Ability to process large numbers of requests or documents with speed, accuracy, and detail to meet deadlines is required.
- Ability to make independent judgments and utilize problem-solving skills are required.
- Ability to demonstrate tact, diplomacy, and professionalism is required.
- Ability to cope effectively with stress is required.
- Ability to oversee and train subordinate staff is required.
- Ability to independently undertake special administrative or financial assignments or projects as required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB-RELATED QUALIFICATIONS:
- The ability to identify processes requiring improvement and recommend changes to improve efficiencies is an asset.
- Exposure to software such as Concur, VIP, Banner, EPIC, FAST or Entrada is an asset.
- Confidential handling and knowledge of personal and health information legislation is an asset.
- Skills in working in a university or post-secondary environment with students and Faculty preferred.
- Participated in the development and interpretation of policies, procedures, and regulations preferred.
- Demonstrated proficiency in using human resource, financial, or payroll systems preferred.
- Are self-motivated to seek continuous improvements in personal development.
OFFICE ADMINISTRATIVE SUPPORT:
- Scheduling appointments and meetings and preparing materials related to the Business Manager.
- Manages confidential communication specific to immediate or designated responsibilities.
- Manages confidential communication for the Associate and Assistant Deans as required.
- Liaises and corresponds with other UM and external offices, agencies, faculty, personnel, and students.
- Prepare, format, and edit a variety of documents, correspondence, reports, and papers for publication or submission.
- Directs and supports UGME Administrators and administrative staff as needed or in the absence of the Office Administration Lead.
- Coordinates and manages the filing and upkeep of UGME administrative/financial records in UGME’s record and filing management systems.
- Responsible for organizing meetings, booking space, and associated services/equipment required for meetings.
- Performs or ensures the completion of daily routines for an area, including providing information and advice on the status of accounts, services, or activities to other internal and external areas, either verbally or in writing.
- Manages and organizes the assigned special functions such as campus, student and speaker events.
- Updates UGME website and events calendar as required.
- Prepares correspondence to address administrative and financial inquiries and related policies and procedures.
- Coordinates organizing of UGME events, including Inaugural, Western Dean’s and ICAM conferences.
- Manages UGME’s activities related to committee governance. Including process improvement and mapping, liaising with Committee administrators, Chairs, attendance monitoring, and documented filing.
- Provides administrative and committee support by scheduling meetings, preparing agendas, minutes and information packages; attending meetings; and monitoring Committee action items.
- Coordinates the administration and processes for students seeking to appeal UGME decisions, including support to the UGME Student Appeal Committee and Chair. This includes comprehensive administrative support to the Student Appeals Committee and Chair, regarding hearings and document compilation.
- Provides administrative support to the disciplinary matters/hearings as required through documentation and tracking under the direction of or in the absence of the Office Administration Lead.
FINANCE, POLICY, & FACULTY APPOINTMENT MANAGEMENT:
- Assists the Business Manager with UGME’s policy review and renewal process through coordinating the workflow of policy revisions through committees and the Senate, tracking progression, maintaining records, and communicating updates.
- Assists the Business Manager with UGME’s faculty appointments and renewal process through oversight of all faculty appointments, coordinating the workflow in VIP and requirements with other units, tracking progression, maintaining records, and communicating updates.
- Coordinates the scheduling of meetings for the Associate Dean regarding the renewal of faculty appointments.
- Oversees completion of all financial-related reconciliations and analysis, and reporting to the Business Manager and submissions on a monthly, quarterly and annual basis as needed.
- Maintains and coordinates the compilation of data required for the preparation of annual budgets and the maintenance of financial accounts, and provides reporting to the Business Manager.
- Oversees the tracking of all financial-related expenditures to ensure PO processes are balanced and complete.
- Assists with coordinating the year-end processes and reconciliations, ensuring the tracking of results, reviews, and submission of reports as completed.
- Maintains up-to-date knowledge of UM travel and purchasing processes and requirements.
OPERATIONAL AND RESOURCE MANAGEMENT:
- Assists UGME Business Manager with the support staff hiring workflow, including scheduling appointments, preparing, processing, and maintaining documents and other administrative tasks as needed.
- Coordinates and manages UGME ordering of services, supplies, contracts and equipment purchases through EPIC, work order submission and tracking of results.
- Facilitates efforts to resolve Purchasing and Travel issues and responds to inquiries from the key service units.
- Point of contact for UGME staff regarding all payroll (VIP) inquiries and processes.
- Responsible for payroll administration for staff, and/or faculty, including term and casual positions managed by the UGME office, as well as backup for other payroll duties as required.
- Responds to concerns and inquiry including the processing in VIP the UGME payroll for Faculty and staff, and external support staff.
- Stays informed of relevant processes, policies and training information and practices.
OTHER DUTIES:
- Coordinates the travel/flight arrangements, bookings and payments for UGME staff, Faculty, and students attending conferences, workshops, or seminars.
- Completes any travel or expense pre-approval forms, coordinates signatures, and communicates results.
- Provides vacation/absence coverage for the UGME Office Administration Lead or other administrators as assigned.
- Maintains and updates the procedures, mapping and manual for this position.
- Support accreditation activities, report to faculty and program leads as needed, and stay current on relevant accreditation standards.
- May be assigned tasks and duties not exceeding skills and capabilities as required.
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.
