Job Description

Department Office 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:

The Department Office Assistant supports the Department Administrator and Department Head by coordinating and facilitating departmental activities, particularly those related to teaching. This role requires a strong understanding of university, faculty, and departmental policies, procedures, and collective agreements to provide accurate information that supports decision-making. Operating under the general supervision of the Department Administrator, the assistant ensures smooth day-to-day operations within the department and its related units.

The position demands a high degree of initiative, independence, and problem-solving ability. The assistant actively contributes to the planning, development, and refinement of departmental policies and procedures, often working autonomously. Collaboration with various stakeholders is key to ensuring that any new or revised policies are effectively communicated and aligned with institutional regulations.

The qualifications and experience we're looking for:

Completion of a formal training program in a related discipline from a recognized institution is required. Four years of directly related experience is required. Experience working with academic staff in a post-secondary education environment preferred. Work experience in progressively responsible roles, required. Experience carrying out basic bookkeeping tasks, required. Experience working with and navigating various collective agreements, at the basic level, preferred. Experience with a diverse set of software packages and portals, such as VIP, Aurora Student, EPIC, Fast, Concur,UM Careers, or similar and comparable systems. Office and administrative experience is required. An acceptable equivalent combination of education and experience may be considered. Excellent organizational, verbal and written communication skills are required. Excellent interpersonal skills are required. Must have demonstrated intermediate computer (Microsoft Word, Excel and Outlook) skills. Basic financial knowledge and skills are required. Working knowledge of Concur is preferred. Knowledge of the university's policies and procedures are preferred. Working knowledge of UMCareers, Ad Astra, and Aurora Student are assets. Must have the ability to plan own work, be flexible and continuously multitask. Must be able to work independently, with sound judgment, tact and discretion. Must be able to show attention to detail and to meet deadlines. Initiative and self-motivation is preferred. Satisfactory work record, including satisfactory attendance and punctuality, is required. Initiative and self-motivation is preferred. Satisfactory work record, including satisfactory attendance and punctuality, is required. A professional appearance and demeanor.

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.

Closing Date:

October 31, 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 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: $48,448.40-$66,266.20 per year

Benefits:

Dental care Extended health care
Work Location: In person