Vice-Dean Research
Rady Faculty of Health Sciences
Position number: 36034
Date posted: August 31, 2026
Office Assistant - 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
September 21, 2026
For more information please contact: Kim Le - [email protected]
MINIMAL FORMAL EDUCATION REQUIRED:
- Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related office experience.
EXPERIENCE:
- Successful completion of a recognized secretarial/administrative training program required.
- Experience working in a University environment with knowledge of University policies and procedures preferred.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Typing 60 – 65 wpm is required.
- Demonstrated proficiency, at an intermediate level, in the use of Windows and Microsoft Office applications, including: Word, Excel, PowerPoint, Outlook (mail and calendar) and Web Browser is required.
- Demonstrated proficiency in human resource/financial management systems, such as Aurora Finance, Concur, EPIC, VIP is required.
- Demonstrated ability to organize, prioritize, and complete complex secretarial/administrative and/or accounting functions is required.
- Ability to coordinate workflow, identify processes requiring improvement and recommend modifications to improve efficiency is required.
- Attention to detail and accuracy of same is required.
- Excellent planning, organization, and project management skills is required.
- Excellent interpersonal and English communication skills (both oral and written), required.
- Ability to communicate with all levels of staff, students, faculty members, government and the public is required.
- Ability to demonstrate tact, diplomacy and professionalism at all times is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
PROVIDES SECRETARIAL/ADMINISTRATIVE SUPPORT TO THE RESEARCH OFFICE:
- Acts as primary receptionist for the Research Office.
- Liaises with Rady Finance and Donor relations to ensure proper spending of funds for Endowed Chairs and Professorships and that annual reports are submitted on time.
- Reviews all Terms of Reference related to all research related Chairs and Professorships in the Rady Faculty of Health Sciences.
- Meets with the finance office, department heads, business managers, and the chair/professorship holder to make sure that funds are properly spent.
- Advises finance office if corrections are to be made to chair/endowment/professorship funds.
- Keeps VDR and ADR apprised of the status of each research chair and professorships.
- Organizes and coordinates various research committees as they are related to events (Gairdner, Friesen Lectures, Town Halls, Visiting professors), attends committee meetings, taking, transcribing, and distributing minutes; preparing and distributing materials, notices, agendas; and follows up on action items within established time frame.
- Works with HR, VDR and ADR to set up any new Chair/Professorships.
- Coordinates the Award Call process for chairs/professorships including: interpreting terms and guidelines; ensuring funding is in place, setting timelines and deadlines, placing advertisements, collecting application material and following up with the applicant(s) regarding the documentation submitted (and setting committee/adjudication meetings associated with same
- Provides administrative support for various searches.
- Organizes workshops, creates posters, notices and brochures for advertising purposes.
- Provides backup for maintaining and updating the Grant Funding Database for the Rady Faculty of Health Sciences and Max Rady College of Medicine, provides backup for the receiving and processing of grant applications/FAAFs requiring faculty approval.
- Arranges meetings and events, books space and associated services and secures the required equipment.
- Types, formats, edits and proofreads a variety of documents.
- Establishes and maintains the filing system for the position.
- Provides vacation coverage for office admin.
- Back-up scheduler for both the Vice-Dean Research and Associate Dean (Research), scheduling their appointments and meetings; keeping them apprised of ongoing commitments; reviewing their agenda daily; and preparing background material required for upcoming meetings.
- Provides first point of contact to the Offices of the Vice-Dean Research (Faculty) and Associate Dean Research (Max Rady College of Medicine).
- Receives, screens and refers visitors and calls; takes and relays messages; answers routine inquiries and provides general information.
- Provides back-up in the distribution of research funding opportunity announcements to faculty, staff and students in the Rady Faculty of Health Sciences and Max Rady College of Medicine, via e-mail.
- Receives, opens, sorts and distributes incoming mail; picks-up and handles outgoing mail.
- Arranges for and accepts courier packages.
OTHER DUTIES:
- Participates daily, in a variety of duties associated with the accreditation process and reports to the accreditation leads, as required; stays informed of accreditation standards as it relates to the area.
- Provides coverage during vacation periods and in the absence of the office assistant.
- Assists other staff during peak periods.
- Maintains and updates the procedures manual for this 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.
