Planning & Governance
Information Services and Technology
Position number: 12261
Date posted: June 19, 2026
Office Assistant HR/General Office - OA4 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)
Expected Start Date
July 13, 2026
For more information please contact: IST Human Resources - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of High School plus completion of an Office Technology program, or other formal training program in a related discipline, is required.
- A minimum of three years of progressively responsible, directly related office experience in a complex administrative environment supporting payroll, HR documentation, billing, financial reconciliation, and other detail-sensitive transactional processes is required.
EXPERIENCE:
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Advanced keyboarding skills with demonstrated accuracy and attention to detail in payroll, billing, reconciliation, and confidential record keeping are required.
- Advanced proficiency with Microsoft 365, including Word, Excel, Outlook, and SharePoint, and the ability to create and maintain spreadsheets, tracking tools, and routine reports are required.
- Working knowledge of enterprise systems such as VIP, Aurora Finance (Banner/FAST), EPIC, Concur, Cherwell, and UMCareers, with the ability to learn new systems quickly, is required.
- Ability to organize, prioritize, meet competing deadlines, follow instructions, exercise sound judgment, and work with minimal supervision is required.
- Ability to coordinate and complete administrative, clerical, payroll, billing, and financial routines; maintain accurate records; and support well-defined projects through to completion is required.
- Demonstrated ability to extract, interpret, compare, and reconcile information from HR, payroll, billing, and financial systems to support accurate processing, reporting, discrepancy resolution, and decision-making is required.
- Knowledge of, and ability to apply, University policies and procedures, basic collective agreement clauses, payroll rules, and privacy/confidentiality requirements when handling HR and payroll information is an asset.
- Working knowledge of purchasing and payment processes and associated forms/approvals is an asset.
- Proficiency strong troubleshooting skills for routine issues is required.
- Strong verbal and written communication skills, including the ability to provide professional service, communicate effectively in English, draft clear correspondence, and produce accurate written documentation, are required.
OTHER JOB RELATED QUALIFICATIONS:
- Ability to work collaboratively and provide effective administrative support to staff, students, and the public is required.
- Demonstrated initiative, discretion, and tact when working with confidential information is required.
- Must be dependable, accurate, and able to adapt to changing priorities; occasional overtime may be required to meet operational deadlines.
HUMAN RESOURCES AND PAYROLL SUPPORT
- Provides comprehensive HR and payroll administration for approximately 185 full-time and part-time staff, including weekly VIP payroll processing, attendance and authorization review, FOAPAL/rate verification, payroll documentation, and related employee records.
- Supports payroll accuracy and compliance by applying routine payroll requirements and collective agreement provisions, resolving routine discrepancies, preparing corrections, responding to inquiries, and escalating complex or high-risk matters to the Business Manager.
- Uses VIP reports and payroll data to identify variances, trends, coding issues, and follow-up items that support payroll administration, process improvement, and budget planning.
- Provides HR administrative support for appointments, leaves, terminations, retirements, employment confirmations, visas, SINs, work permits, VIP offer letters, IST onboarding documents, and employment documentation for managers.
CENTRAL ADMINISTRATIVE/FINANCIAL SUPPORT
- Provides central administrative support for IST operations, including space planning, moves, renovations, furniture coordination, inventories, signage, purchases, phone lists, and centralized administrative information.
- Supports access control and information management by coordinating back-up key requests, transfers, card access, inventory updates, and IST HR SharePoint content.
- Supports purchasing, payment, and routine financial administration by entering EPIC contracts and purchase orders, recording receiving and payment approvals, updating budget spreadsheets, reconciling FAST ledgers, reviewing discrepancies, and processing Banner corrections as directed.
- Prepares routine FAST, billing, staff development, and historical reports to support administrative, financial, and operational decision-making.
BILLING AND FINANCIAL RECONCILIATION
- Administers IST internal and external billing processes using Halo, Banner, FAST, and supporting records, including review of estimates, service details, labour charges, rates, taxes, FOAPALs, invoices, purchase orders, deposits, and backup documentation.
- Ensures billing accuracy and timely completion by resolving variances, unsupported charges, missing backup, and unclear service details with IST staff, clients, and University departments, and escalating unresolved or high-risk matters to the Business Manager.
- Supports financial reconciliation and accounts receivable activities by reconciling billings to monthly FAST revenue reports, preparing journal voucher adjustments, and following up with clients on outstanding payments.
- Coordinates related financial and compliance administration, including telephone requests, monthly bill reviews, variance follow-up, audits, annual PCI/DSS reporting, and cash, cheque, and credit card deposits.
- Works occasional overtime as required.
- Performs other related administrative duties as assigned.
Hybrid/ Remote Work 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 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.
