Admin and Research Program Assistant - OA5 (AESES)

University of Manitoba

Department of Obstetrics, Gyn. & Reproductive Sciences

Rady Faculty of Health Sciences

Position number: 32639

Date posted: June 23, 2026

Job details

Admin and Research Program Assistant - OA5 (AESES)

New Regular Continuing Full-Time (Budget Funded)

Yes

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

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

Expected Start Date

July 13, 2026

840 hours worked

For more information please contact: Tracey Burton - ***email_hidden*** (2047874022)

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING

Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.

EXPERIENCE

Previous research experience in an administrative supporting role is an asset.
Previous administrative experience is an asset.
Experience working with Microsoft Suite – all applications.
An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES

Excellent interpersonal and communication skills – written and oral, are required.
Ability to work effectively both independently and as an effective member of a team is required.
Demonstrated time management skills and the ability to multi-task, are required.
Satisfactory work record, including satisfactory attendance and punctuality, is required.

Key responsibilities

Administrative support for the Associate Head, Research, including scheduling and calendar management.
Coordinate and administer the research activities and events of the Department of Obstetrics, Gynecology and Reproductive Sciences.
Organize and attend Department Research Committee meetings: scheduling, meeting minutes, agendas, and follow up on all actions arising from the meetings.
Support the Research Day Planning Committee in organizing the annual department research day and serving as the point-of-contact. This includes CPD Accreditation and ensuring compliance with UM Branding standards; follow up on post-activity documentation.
Follow-up with the Dr. Helewa Research Day Award winner and coordinate with PGME regarding representation at Best of the Best Conference and communicate the winner with the Managing Director/Finance Assistant.
PGME Research – Communicate with Resident Research Director(s) to ensure residents who need to present at research day are aware of deadlines.
Collect final manuscripts from existing R5s and are submitted in records.
Arrange dates for Research Methods Course and online modules at academic half day with PGME Coordinator, Senior Epidemiologist, Assistant Professor and other presenters (survey links, thank you letters).
Coordinate with PGME to ensure room/equipment is available.
Support Faculty Research – collate faculty scholarly activities (published papers, conferences presenters, and grants for Annual Faculty Academic Report submitted to the Department Head.
Submit research news items to the Department Head by the 15th of each month for advertising in the newsletter.
Use Google Scholar and Scopus, collate Faculty published papers (1st page only) and display on bulletin boards in Women’s Hospital 5th floor, and send a copy to the administrative assistant at St. Boniface Hospital to display on the 3rd floor.
UGME/Other Trainees - Assist with distribution dates/deadlines for BSc Med/MSRP Summer Student Co-op & UM Science Student Co-op. Ensure any student trainees are included in department research activities.
Provide back-up contact coverage (urgent only) for WHRSU Manager and maintain updated contact list.
Assist and organize Faculty Publications Funding Award, distribute tri-annual call for applications and collate applications for review/approval by the Department Research Committee, ensure criteria is met. Communicate with successful applicants and the Managing Director/Finance Assistant to facilitate reimbursement.
Assist and organize the Resident Research Fund bi-annual call for applications and ensure approval process is followed. Track invoices and communicate with applicants and the Managing Director/Finance Assistant.
Attend and assist as needed for the Research Business Team Meetings and Department Awards Dinner Planning Team.
Administrative support for the Chair, Promotions and Tenure Committee, including scheduling and calendar management, committee meeting scheduling dates and booking rooms, attending meetings: taking, transcribing and distributing minutes, preparing and distributing material, notices, and follows up on action items within the established time frame.
Attends the Administrative Support Staff Promotion and Tenure Meetings on process and notes timelines/deadlines.
Assists Faculty members with updating their common CVs for Promotion and Tenure and assists with Promotion and Tenure packages as required and once the Promotion/Tenure package is ready forwards onto Academic Affairs, meeting expected deadlines.
Types, formats, edits and proofreads a variety of documents, including correspondence, from copy or rough draft.
Assists with preparation of presentations in a variety of formats (PowerPoint, handouts).
Prepares reports based on project, award, research tracking information.
From time to time, the incumbent will be required to assist, coordinate and provide support for special projects and initiatives. Special projects may be initiated by the Associate Head of Research, Department Head and/or the Managing Director.
May be required to preform related duties not exceeding skills and capabilities as required.

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.