Department of Computer Science

Faculty of Science

Position number: 37821

Date posted: May 14, 2026

Job details

Office Assistant - OA5 (AESES)

New Regular Project Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

No

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)

Appointment Dates

June 1, 2026 to June 1, 2027

Trial/Probation period:

840 hours worked

For more information please contact: Kellee Strom - kellee.strom@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related field from a recognized institution required.

EXPERIENCE:

• Four years of directly related experience required.
• Experience providing administrative support within a university, academic, or complex organizational environment is preferred.
• Experience coordinating payroll, appointments, travel administration, purchasing, records management, and general office operations is required.
• Experience interpreting and applying policies, procedures, collective agreements, and administrative guidelines is required.
• Experience using computerized administrative, payroll, financial, and records management systems is required.
• Experience coordinating multiple priorities, deadlines, and operational activities with minimal supervision is required.
• Experience providing guidance, training, or functional support to staff, students, or temporary employees is considered an asset.
• An equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Knowledge of University of Manitoba regulations, programs and policies related graduate studies preferred Proficiency in Microsoft Office Suite (Word, Excel, Teams, etc.) and general digital platforms (ZOOM, internet, email) required.
• Knowledge of University policies, collective agreements, and administrative guidelines required.
• Proficiency in Microsoft Office Suite and administrative database systems required.
• Strong organizational, coordination, and time management skills required.
• Strong written, verbal, interpersonal, and customer service skills required.
• Ability to independently prioritize workload and manage multiple competing deadlines required.
• Ability to interpret procedures, resolve routine administrative issues, and exercise sound judgment required.
• Ability to maintain confidentiality, accuracy, and attention to detail in all aspects of work required.
• Ability to work effectively both independently and collaboratively in a team environment required.
• Professionalism, reliability, adaptability, and service-oriented approach with a commitment to operational efficiency and continuous improvement required.
• Satisfactory work record, including reliability, punctuality, and consistent attendance required.

Key responsibilities

Human Resources Administration and Payroll Support

• Coordinate and administer CUPE Unit 1 hiring processes for tutors, teaching assistants, and grader/markers by preparing requisitions, drafting offer letters, maintaining appointment records, and ensuring compliance with collective agreements, University policies, and established hiring procedures.
• Collect, track, and maintain CUPE staff performance review documentation, ensuring records are complete, accurate, and submitted to Human Resources in accordance with established timelines and procedures.
• Administer the hiring and appointment process for student research assistants by preparing requisitions and offer letters, verifying funding availability and grant end dates, monitoring appointment status, and coordinating renewals where appropriate.
• Coordinate the recruitment, appointment, and scheduling of invigilators for examinations and exam viewings, ensuring adequate staffing coverage and timely communication with faculty, staff, and invigilators.
• Develop, maintain, and reconcile spreadsheets and tracking systems for hourly paid appointments and payroll-related information to support accurate monitoring, reporting, and record management.
• Perform payroll data entry and validation of weekly hours, ensuring compliance with payroll procedures, accuracy of submissions, and adherence to deadlines; liaise with Human Resources and Payroll to resolve discrepancies and payroll-related issues.

Travel and Financial Administration

• Hold and reconcile a university travel card in accordance with university financial policies and procedures, ensuring accurate documentation, coding, and timely reconciliation of expenses.
• Coordinate and arrange travel for departmental guests, including candidates participating in UMFA searches, by booking accommodation and transportation, preparing travel claim documentation, and tracking reimbursements to ensure timely processing.
• Provide guidance and administrative support to students applying for travel funding by explaining procedures, verifying funding contributions from supervisors or other sources, and ensuring compliance with applicable policies and funding guidelines.
• Prepare, process, and track student and guest travel claims, maintaining accurate records and following up on outstanding documentation or approvals as required.

General Administration and Office Support

• Provide administrative and logistical support to departmental committees and meetings by coordinating supplies, arranging catering, preparing and distributing materials, and supporting meeting-related activities.
• Assist with special projects and periodic departmental initiatives, including academic reviews and other operational activities, by coordinating information, preparing documentation, and supporting project-related administrative requirements.
• Coordinate the ordering, collection, tracking, and distribution of parking passes and related departmental materials as required.
• Share reception and front-line administrative responsibilities by greeting visitors, responding to in-person, telephone, and email inquiries, and directing requests appropriately while maintaining a professional and service-oriented environment.
• Provide back-up coverage for departmental staff during peak workload periods, absences, vacations, and illnesses to ensure continuity of operations.

Purchasing, Equipment and Operational Support

• Coordinate and monitor the ordering of office supplies through EPIC, maintaining adequate inventory levels and ensuring timely procurement of departmental supplies and materials.
• Oversee the maintenance and repair of printers, photocopiers, and related office equipment, liaising with service providers and assisting staff with equipment setup, troubleshooting, scanning, and photocopying requirements.
• Hold and reconcile a university purchasing card in accordance with established financial policies and procedures.
• Provide back-up support for departmental purchasing activities by preparing and tracking orders, communicating with vendors, and ensuring accurate and timely delivery of goods and services.
• Perform other related administrative and operational duties as assigned.

Additional information

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.