Office Assistant

Posting Closing Date: July 02, 2021

Expected Start Date: July 19, 2021

Job Description:

Office Assistant – Office Assistant 5 (AESES) New Budget-Funded Continuing Full-Time 35.00 hours/week, Monday to Friday, 8:30am to 4:30pm.

Salary Range: $25.01 – $31.73 per hour ($45,518.20 – $57,748.60 per annum). Trial/Probation Period: 840.00 work hours. For more information, please contact: Tannis Wills 204-474-6243 or tannis.wills@umanitoba


  • Issue external invoices and internal ID Charges for various chemistry technical services facilities.
  • Assist students / staff / guests with travel and conference funding requests.
  • Prepare monthly operating fund packages for each operating fund for sign-off. Close EPIC purchase orders.
  • Allocate monthly telephone office invoice.
  • Update various tracking logs daily for travel, visa orders etc.
  • Perform SRI verification.
  • Assist Associate Head with deferred schedule and exam room booking.
  • Collect and process deferral requests and exam viewing requests
  • Complete and process change of grade forms.
  • Assist Associate Head with academic integrity letter preparation and distribution.
  • Coordinate and process final grade appeals.
  • Apply/Remove holds on student Aurora accounts.
  • Update tracking log for course evaluations.
  • Work closely with Associate Head to ensure all PhD and MSc Student Program paperwork is properly tracked, signed, and forwarded to Faculty of Graduate Studies (FGS).
  • Liaise with FGS on PhD defences, including using Ad Astra tool to book rooms/equipment, seminars, exams, poster creation/distribution etc.
  • Ensure that all graduate students are registered each term in either MSc or PhD.
  • General office duties such as opening and/or distributing mail, and handling telephone and counter inquiries from staff, students, and the general public.
  • Manage the room booking calendars and maintain inventory and control over supplies issued from the department office.
  • Key box coordinator for the department.
  • Maintain an accurate department filing system in electronic and/or paper files.
  • Ensure office equipment in good repair, including printer, fax, photocopier etc.
  • Telephone coordinator.
  • Maintain and book equipment loan; laptops / projector etc.
  • Provide back-up for other office support staff during vacation / illness / peak times.
  • Plan and arrange all aspects of the annual Chemistry Awards Banquet.
  • Point of contact for Open House / Evening of Excellence / Information Days/coordinator for Seminars / Special Lectures / Brochure and Poster Creation / Bulletin Board Maintenance.
  • Performs other related duties as required or assigned.



  • Completion of a formal training program in accounting from a recognized institution is required.


  • Four years of directly related experience dealing with responsibilities of position scope required.
  • Knowledge of University policies and procedures as it relates to finance and student programming is an asset.
  • An acceptable equivalent combination of education and experience may be considered.


  • Must have solid understanding of finance procedures as it relates to reconciliation, journal entry, invoicing, and expense claims.
  • Excellent data entry skills with a high degree of accuracy and strong attention to detail is required.
  • Proficiency in using intermediate features associated with Microsoft Office and Adobe Acrobat is required. Spreadsheet skills are essential.
  • Knowledge of Aurora Self Service and Aurora INB, FAST, Concur, would be an asset.
  • Strong verbal and written communication skills, along with strong interpersonal skills required.
  • Ability to deal in a mature and respectful manner with numerous faculty members, students and other staff in the performance of duties, is required.
  • Ability to handle a variety of situations simultaneously and ability to work well under pressure are required.
  • Satisfactory work record including satisfactory punctuality and attendance is required.

How to Apply:

Apply today through the University of Manitoba’s career portal, UM Careers where you will find the full job specification: under Requisition No 15757 Office Assistant – Office Assistant 5 (AESES).

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

Additional Information:

The University of Manitoba is strongly committed to equity and diversity within its community and especially welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, persons of all sexual and gender identities, and others who may contribute to the further diversification of ideas. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. If you require accommodation supports during the recruitment process, please contact 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” (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.