Faculty of Science
Position number: 37414
Date posted: July 20, 2026
Office Assistant (Mathematics) - OA5 (AESES)
New Regular Continuing Full-Time (Budget Funded)
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)
Expected Start Date
August 3, 2026
For more information please contact: Kerry Nemet - [email protected]
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 dealing with responsibilities of similar scope required.
- Knowledgeable in university policies and procedures related to payroll and human resources is an asset.
- Experience using university systems, including Aurora Self Service, Aurora INB, SLATE, FAST, Epic, and Concur, is considered an asset.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Excellent verbal, written communication, and interpersonal skills required.
- Strong attention to detail and organizational abilities required.
- Proficient in Microsoft Office (intermediate features), and Adobe Acrobat; word processing skills required.
- Demonstrated ability to manage multiple tasks and work effectively under pressure is required.
- Professional and respectful interaction with faculty, staff and students is required.
- Proven record of reliability, including punctuality and consistent attendance is required.
- Coordinate and support graduate admissions processes for MSc and PhD programs, including reviewing applications using SLATE, for completeness, calculating GPAs, preparing documentation, communicating with applicants, and maintaining student records.
- Coordinate recruitment and hiring processes for CUPE 1 and 2 positions, nil-salaried employees, and UMFA faculty appointments, including preparing documentation, coordinating timelines and ensuring compliance with established collective agreements and university procedures.
- Facilitate the preparation and administration of postdoctoral Letters of Offer (LOO) and the Foreign Visitor category assessment (FVCA) documentation, ensuring compliance with university policies and timelines.
- Process and verify travel and conference reimbursements for postdoctoral fellows, maintaining detailed records and ensuring accuracy.
- Compile and coordinate instructor evaluations for Student Reflections on Instruction, ensuring timely distribution, collection and reporting.
- Assign invigilators for final, deferred and mid-term exams, creating efficient schedules and resolving conflicts as needed to maintain smooth exam operations.
- Oversee the preparation, secure delivery and storage of final exam materials to uphold exam integrity and accessibility.
- Administer the deferred exam portal, including student registrations, grade changes, and records management in SharePoint.
- Enter final grades for deferred exams in SharePoint and process appeals are entered in Workflow App, ensuring data integrity and timely submissions.
- Process grade change forms and oversee collection and storage of final exam booklets.
- Manage and prioritize room bookings for meetings, defenses, seminars and other events, ensuring proper coordination and scheduling.
- Set up and terminate Undergrad and Graduate Student awards and maintain related accurate records.
- Process and evaluate Teaching Assistant evaluation forms, maintaining detailed and accessible documentation.
- Collect and maintain course outlines from instructors and ensure compliance with university guidelines.
- Facilitate faculty voting sessions and conduct availability surveys for continuance assessments.
- Provide information and advice regarding departmental activities, services and procedures to faculty students and other internal stakeholders.
- Anticipate routine administrative needs of faculty and staff, and coordinate processes to support teaching, research and service activities.
- Coordinate key management for the department and maintain records to support security procedures and accountability.
- Serve as point of contact for the office by responding to inquiries, providing information regarding departmental procedures and services and directing matters as appropriate.
- Track and maintain seminar attendance records and related documentation.
- Update and maintain website contents to ensure information is accurate and current.
- Coordinate with Undergraduate and Graduate Associate Heads regarding student awards information and communication.
- Process and coordinate concur claims for the department including those for Principal Investigators (PIs) and support staff, ensuring compliance with university policies and resolving discrepancies.
- Coordinate travel arrangements for incoming speakers, booking flights, accommodation, including obtaining approvals and preparing supporting documentation to complete the claims for reimbursements to be processed.
- Maintain paper and electronic records related to travel and expenses claims.
- Register and coordinate students, faculty and postdoctoral fellow for conferences.
- Calculate travel awards and reimbursements and prepare journal entries related to travel award repayments.
- Place and track orders for office supplies through EPIC, and follow-up on order fulfillment, as required.
- Liaise with Faculty of Science stores to regarding supply orders and delivery concerns.
- Arrange the repairs and maintenance of photocopiers and assist with departmental photocopying requirements, as needed.
- Coordinate thesis binding processes and related documentation to support timely completion.
- Coordinate and process departmental payroll submissions, including entry validation, and follow-up on discrepancies to support timely payroll processing.
- Coordinate payroll process for Teaching Assistants, including entry, validations and authorization of hours worked.
- Ensure accuracy in payroll submissions, address discrepancies promptly, and maintain compliance with payroll policies.
- Coordinate administrative activities related to the Dual Credit Program in partnership with Manitoba high schools, including communication, scheduling, student coordination, documentation and support for program requirements.
- Monitor and coordinate departmental inbox, respond to inquiries, triage request, and ensure timely communication with faculty, students and stakeholders.
- Perform other related tasks as assigned by the department head or administrator.
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.
