College of Community & Global Health
Rady Faculty of Health Sciences
Position number: 37901
Date posted: June 12, 2026
Exec Assistant to the Associate Deans - AA1 (AESES)
New Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$27.52 to $38.37 per hour ($50,086.40 to $69,833.40 per annum)
Expected Start Date
July 13, 2026
For more information please contact: Erin Langford - [email protected]
MINIMAL FORMAL EDUCATION REQUIRED:
- Undergraduate degree in a related discipline.
- Knowledge of university regulations, programs and procedures as they relate to the function/program.
EXPERIENCE:
- One year of directly-related administrative experience is required.
- 3 years of experience in a senior administrative or executive support role is preferred.
- Proven experience supporting senior leadership in a complex organization, with a high degree of discretion, professionalism, and judgment.
- Experience preparing briefings, agendas, and official correspondence, with sensitivity to institutional tone and context.
- Familiarity with university governance, administrative structures, and decision-making processes is an asset.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Exceptional communication skills (verbal and written), with the ability to represent the Dean’s Office in a professional and inclusive manner is required.
- Strong organizational and project coordination skills, with the ability to prioritize tasks, manage competing deadlines, and anticipate needs is required.
- Proficiency with administrative tools and enterprise systems (e.g., Microsoft Office, Adobe, VIP, Concur, EPIC); comfort adapting to new platforms are required.
- Demonstrated ability to work independently while collaborating closely with others, including in sensitive or high-pressure situations is required.
- High attention to detail, with sound judgment in managing confidential information and institutional workflows is required.
- Strong interpersonal skills grounded in cultural humility and a commitment to equity, diversity, inclusion, and accessibility (EDIA) is required.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:
- A demonstrated commitment to EDIA principles and to ongoing professional learning is considered an asset.
The Executive Assistant (EA) to the Associate Deans is responsible for providing high-level administrative support to ensure the efficient operation of the Dean’s Office. The EA works independently and collaboratively to carry out the following key responsibilities:
Calendar & Meeting Coordination:
- Maintains the Associate Deans’ schedules by coordinating activities, meetings, and appointments with internal and external stakeholders.
- Manages calendar priorities to reflect institutional goals and ensure appropriate triaging of requests.
- Coordinates travel arrangements and processes all related expenses through Concur for the Associate Deans.
- Manages expenses from individual and pooled travel funds related to the Associate Deans and the CCGH Dean’s Office.
Communication & Correspondence:
- Reviews and manages incoming correspondence; initiates responses or redirects inquiries as appropriate.
- Drafts, edits, and formats communications for the Associate Deans’ signatures, including confidential and time-sensitive materials.
- Screens material submitted to the Associate Dean(s), initiating follow-up and preparing correspondence in alignment with the CCGH tone and values.
- Coordinates with faculty and administrative staff to distribute information from the Dean’s Office.
- Reviews Research Ethics submissions and FAAFs requiring a signature from the Associate Dean(s).
- In collaboration with the EA to the Dean, assists with coordination of digital communications requests with the RFHS Communications Team, including website updates and research profile revisions.
- Collaborates with the EA to the Dean and with the RFHS Communications Team to prepare and distribute promotional materials for College events, such as posters and announcements (e.g., BOLD IDEAS Colloquium Series).
Executive & Confidential Support:
- Provides confidential administrative support to the Associate Deans and the broader Office of the Dean, including engagement with provincial, national, and international partners.
- Supports preparation for conferences, seminars, and events involving the Associate Deans (e.g., as Chair or speaker for national/international bodies).
- Maintains electronic and physical confidential filing systems for the Dean’s Office.
- Assists with implementation of College systems and operating procedures; may contribute to strategic planning and quality improvement activities.
Committee & Meeting Support:
- Provides executive support to the ADs when they chair committees or other meetings as needed, including; developing schedules, agendas, compiling background materials, recording comprehensive minutes, tracks action items and ensures timely follow up.
- Acts as back up to the EA to the Dean in supporting College committees chaired or attended by the Dean &/or Associate Deans (e.g., College Council, Executive Committee, Strategic Planning Committee), Liaises with committee chairs to coordinate reports and document flow in advance of meetings.
- Coordinates preparation of reports for governing bodies or external institutions, including Senate or accrediting organizations, as required by the Associate Deans and the Deans office.
Event & Project Coordination:
- Coordinates logistics for College events (e.g., retreats, colloquia, strategic planning sessions, symposia) in collaboration with the Managing Director and others.
- Books venues, A/V equipment, catering, and processing of related payments.
- Collects, compiles, and contributes content for the College’s annual report and other major publications.
College Systems, Records & Procedures:
- Assists with the development and maintenance of College procedure manuals, committee Terms of Reference, and by-laws.
- Maintains committee membership lists, tracks term limits, and coordinates elections or appointments to College committees.
- Creates and maintains electronic distribution lists.
Campus & Facilities Support (Bannatyne Campus):
- Submits and follows up on building requests and work orders as required.
- Coordinates office space, access, and resources for visiting faculty and research assistants.
- Coordinates administrative components of capital equipment tracking.
Collaboration & Support for HR Functions:
- Works closely with the executive/administrative assistants/staff in Dean’s office to ensure seamless administrative support across the Dean’s Office.
- Acts as a backup to the EA to the Dean during absences and supports continuity across shared duties.
Other Duties:
- Participates in special projects and working groups as assigned by the Dean, Associate Deans or Managing Director.
- Responds to inquiries and correspondence during the Associate Deans’ absence using sound judgement and discretion.
- Provides administrative and logistical support for new initiatives as the College evolves.
- May be required to preform related 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.
