Job Description

Confidential Administrative Assistant

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community - UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM's impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba's Top Employers and one of Canada's Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

We're Hiring! The Department of Family Medicine at the Max Rady College of Medicine is seeking a highly organized and discreet Confidential Administrative Assistant to join our dynamic team. As one of the largest and most complex academic units in Manitoba, we offer a fast-paced, collaborative environment supporting education, research, and quality improvement across distributed learning sites. This pivotal role provides executive-level support to our Associate Heads and leadership team, while also serving as a flexible float resource across the department. If you're passionate about process improvement, thrive in managing competing priorities, and excel in creating structure and clarity in complex systems, this is the opportunity for you! Join us in shaping the future of medical education and healthcare delivery.

The qualifications and experience we're looking for:

Undergraduate degree in related discipline required. Knowledge of university regulations, programs and procedures as they relate to the function/program. One year of directly related administrative experience is required. 3 years of directly related experience providing high-level administrative support or executive support in a post-secondary, healthcare, or government environment is preferred. Experience and proficiency with the following computer applications: Microsoft Word, Microsoft Excel, Microsoft Power Point, Microsoft Publisher, Adobe DC Pro, Internet acumen, social media awareness, website management, database software, travel booking software (Concur preferred), office supplies procurement software (EPIC preferred), HR software (VIP preferred), doodle poll, survey monkey or equivalent, and highly proficient with Microsoft Outlook. Experience in and dealing with confidential and sensitive material is required. Familiarity and knowledge of University of Manitoba policies and procedures is preferred. Experience working in an academic environment or in a non-profit organization is preferred. An acceptable equivalent combination of education and experience may be considered. Ability to work independently and in a team environment to ensure the timely completion of detailed and occasionally complex administrative tasks is required. Superior communication skills (written, oral) and experience providing customer service to a wide range of stakeholders are required. Exceptional organizational skills; ability to prioritize and coordinate multiple tasks/ projects within tight timelines is required. Excellent interpersonal skills and emotional intelligence, cultural sensitivity and awareness and ability to create and maintain effective working relationships with all levels of learners, Departmental staff, stakeholders and the public are required Excellent organizational skills are required. Excellent English grammar skills are required. Ability to multi-task, prioritize and meet deadlines consistently is required. Ability to work with a high degree of initiative and to accept responsibility is required. Ability to set priorities, multi-task and work effectively under pressure and time-constraints is required. Effective time management, decision-making and problem-solving skills are required. Ability to work in an ever-changing environment is required. Proficient typing skills are required. A high degree of accuracy in completing tasks, researching, written communications, database management, minutes, formatting letters etc is required. Must have high energy, engagement, enthusiasm and professionalism, as this position is the key contact for the Office of the Head is required. Must have the ability to independently plan, schedule and organize a variety of events/ tasks is required. Must have a demonstrated commitment to continuous learning and skill development is required. Proven excellent computer skills and the ability to learn and use software programs are required. The ability to work with diverse stakeholders is required Diplomacy and tact required. A satisfactory work record, including satisfactory attendance and punctuality, is required.

Why the University of Manitoba?

Along with being one of Manitoba's top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

Comprehensive group benefits and pension plan. Competitive vacation time. Employee and Family Assistance Program. A full spectrum of professional development opportunities.
Apply today through the University of Manitoba's recruitment site, UM Careers

Closing Date: November 10, 2025

Applications will only be accepted if you apply on UM Careers.

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 UM.Accommodation@umanitoba.ca 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.

Job Type: Full-time

Pay: $27.52-$38.37 per hour

Work Location: In person