Office Assistant - OA4 (AESES)

Centre for Advancement T&L

VICE-PROVOST (LEARNING, ANALYTICS, & AI)

Position number: 37954

Date posted: June 22, 2026

Job details

Office Assistant - OA4 (AESES)

New Project Full-Time (Budget Funded)

Yes

No

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

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)plus vacation pay

Appointment Dates

July 6, 2026 to January 6, 2027

840 hours worked

For more information please contact: Madhanika Muthuvairavan - ***email_hidden*** (2044748708)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING

• Completion of a formal training program in a related discipline (i.e. Business Administration) from a recognized institution required.
• Certification in Microsoft Office Suite is an asset.

EXPERIENCE

• Three years of directly-related administrative support experience is required.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES

• Demonstrated proficiency in using intermediate features associated with Microsoft Office Suite is required.
• Excellent communication skills are required: must be able to communicate in writing and verbally with faculty, staff, students and the general public.
• Must be personable with demonstrated customer service and problem solving skills required.
• Exceptional organizational skills and attachment to detail required.
• Ability to prioritize work, handle multiple tasks at the same time, and work on own initiative required.
• Demonstrated ability to work collaboratively in a team environment and receive feedback is required.
• The ability to work effectively with all levels of staff and faculty is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Reception and General Administrative Duties

• Occupy the front desk in reception to greet/direct individuals, which will include other staff, faculty, students or others.
• Facilitate general Centre email and phone inquiries; provide direction and information to student, faculty and staff inquiries.
• Coordinate work requests for Centre staff regarding physical space or office equipment malfunction, etc.
• Create and track work orders for Physical Plant related to building issues that arise.
• Coordinate requests from staff regarding the use of loaner laptops or other assets in Centre inventory.
• Coordinate room bookings for special events and workshops and ensure space is suitable for its desired use.
• Coordinate and track catering orders for events and workshops at The Centre, including arranging special accommodations and verifying invoices.
• Provide administrative support for special events, including verifying registration, printing name tags and signate, etc
• Coordinate room bookings, calendars, and provide meeting minute support as requested.
• Maintain database for access cards & keys.
• Organize and maintain accurate inventory of office supplies, photocopy paper, toner cartridges, etc.
• Sign for deliveries, and retain packing slips as required.
• Arrange for courier service upon request.

Financial and Human Resource Administrative Duties

• Provide back-up payroll time-entry and reporting support for Centre staff.
• Provide back-up support for ordering, tracking and reconciling purchases for office supplies, furniture, computer equipment and office consumables.
• Provide back-up administrative support for the HR hiring process – field/direct questions from prospective applicants, post positions, organize packages for the Selection Committee, set up interviews, collect interview questions.
• Support onboarding & offboarding processes.

Projects and Process Improvements

• Provide assistance and support for coordination of project and programmatic activities.
• Contribute to areas for improvement and implement changes as they relate to operations or project support.
• Other 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 [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.