Education, Ongomiizwin Indigenous Institute of H&H
Rady Faculty of Health Sciences
Position number: 24122
Date posted: July 21, 2026
Administrative Secretary - OA5 (AESES)
Revised 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
September 14, 2026
For more information please contact: Leanne Rajotte - [email protected]
MINIMAL FORMAL EDUCATION REQUIRED:
THIS POSITION IS DESIGNATED FOR INDIGENOUS CANDIDATES. APPLICANTS MUST SELF-DECLARE ON THEIR COVER LETTER/RESUME AS INDIGENOUS (FIRST NATION, METIS AND/OR INUIT).
- Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.
EXPIERENCE:
- Four years of directly related administrative and office coordination experience is required.
- Experience providing confidential administrative support to senior leaders and managing multiple complex calendars is required.
- Experience developing, implementing or improving administrative procedures or processes is an asset.
- Experience coordinating meetings and committees, including preparing materials, taking minutes and following up on action items, is required.
- Experience handling confidential information is required.
- Experience coordinating travel, preparing expense reports and reconciling credit card transactions is required.
- Experience coordinating office operations, supplies, facilities requests, mail and courier services is required.
- Advanced skills in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, MS Forms and SharePoint, is required as well as Adobe Pro.
- Experience with purchasing software (EPIC preferred), travel software (Concur preferred) and other electronic systems is preferred.
- Experience drafting correspondence, reports, meeting minutes and other communications is required.
- Knowledge of Indigenous culture, diversity, history and inclusion is required.
- Knowledge and understanding of the historical perspective of Indigenous peoples in Canada and the effects of the colonial process and the relevance to Indigenous Health and Indigenous Health Education is required.
- Experience working in a First Nations, Métis or Inuit service environment is preferred.
- Knowledge of University regulations, programs and procedures is preferred.
- Experience in coordinating and organizing events is required.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Strong organizational skills and the ability to set own priorities while managing competing priorities, deadlines and interruptions is required.
- Ability to evaluate administrative processes, identify inefficiencies, and develop solutions to enhance operational effectiveness is required.
- Ability to work independently, take initiative and follow matters through to completion is required.
- Strong communication, interpersonal and customer service skills are required.
- Ability to exercise sound judgment and maintain confidentiality is required.
- Strong attention to detail and accuracy is required.
- Ability to adapt to changing priorities and respond professionally to urgent or unexpected situations is required.
- Ability to work respectfully and effectively with staff, clinicians, leaders, partners and community members is required.
- Must be able to work on campus five days a week from 8:30am-4:30pm and cannot take lunch from noon-1pm is required.
- Tact, diplomacy, cultural sensitivity and the ability to maintain confidentially is required.
- Must have the ability to pay strict attention to detail to provide accurate statistical and evaluation data reports are required.
- Must be skilled in dealing effectively with all levels of faculty, staff, students, government departments, Indigenous organizations and other external organizations is required.
- Must possess the ability to take initiative, work independently, and collaborate with others is required.
- Must possess the ability to recognize problems/concerns and recommend solutions is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
Administrative:
- Responsible for the administration of the day-to-day physical operation and creates systems to ensure the Ongomiizwin Education (OE) office workspaces provide exceptional customer service by providing a functional, organized, safe and welcoming for internal Ongomiizwin and U of M staff, clinicians, students, contractors, partners and guests.
- Oversees office, kitchen and meeting-room supplies, anticipate upcoming needs and maintain appropriate inventory levels.
- Places supply orders using established purchasing processes while considering operational requirements and cost.
- Identifies building, equipment, cleaning, maintenance and safety issues.
- Submits and monitors service requests with Physical Plant, Information Services & Technology and other internal and external service providers.
- Is accountable for outstanding requests until issues are appropriately resolved.
- Ensures reception, shared workspaces, meeting rooms and visitor areas are clean, presentable and ready for use where applicable within position.
- Manages incoming and outgoing mail, courier, delivery and messenger services.
- Identifies urgent or confidential items and ensure they are securely and promptly distributed.
- Supports office equipment and shared administrative systems, troubleshoot routine issues and arrange service or technical support when required.
- Creates and manages the electronic and paper filing systems, contact lists, administrative records and shared resources so information remains current, accessible and appropriately secured.
- Creates, manages, pulls statistics and evaluates the Ongomiizwin Education recruitment process
- Creates and manages the OE program evaluation processes which includes creation of data management system, inputting and editing data, pulling statistics and evaluating the data for reports and decision making.
- Collaborates with the Rady Faculty of Health Sciences’ Office of Community Engagement.
- Lead efforts to support the Director in expanding scholarship and bursary opportunities for Indigenous learners in the Rady Faculty of Health Sciences (RFHS), including the coordination, maintenance, and dissemination of information related to available funding opportunities.
- Develops and implements administrative procedures for the unit.
- Ensures effective functioning of administrative operations.
- Act as office Fire Warden
- Executive and Committee Administrative Support:
- Provides direct and confidential administrative support to the Director of Ongomiizwin Education exercising judgment in organizing priorities, responding to routine matters and identifying issues requiring their attention.
- Proactively manages complex calendars and schedules, coordinating clinical, operational and administrative commitments.
- Identifies and resolves scheduling conflicts, protect priority time and ensure sufficient preparation and time between commitments.
- Schedules meetings by coordinating participant availability, booking rooms or virtual meeting platforms and arranging required equipment and hospitality.
- Supports the planning of on campus and off campus events.
- Prepares and distributes agendas, background information, briefing materials and other meeting documentation.
- Provides administrative support across multiple committees, working groups and other bodies on which the Director of OE serves.
- Maintains committee membership information, distribution lists, meeting schedules, records and supporting documentation.
- Attends meetings as assigned and prepares clear and accurate minutes and records of decisions.
- Maintains action-item lists, monitors deadlines and follows up with responsible individuals regarding outstanding items and commitments.
- Coordinates workflows across committees to ensure deadlines and standards are met.
- Ensures the completion of action-items to ensure the success of committees.
- Drafts and formats correspondence, briefing notes, presentations, reports and other materials.
- Independently gathers, organize and review background information to ensure documents are complete, accurate and ready for review.
- Screens and prioritizes requests, messages and correspondence based on urgency, sensitivity and organizational impact.
- Redirects matters to the appropriate person or program and escalate urgent, sensitive or high-risk matters when required.
Travel and Financial Administration:
- Interprets and understands the University policies.
- Coordinates and books travel and accommodations for staff, clinicians, guests and other travellers in accordance with University policies, approved itineraries and operational requirements.
- Escalates travel exceptions, policy concerns or material financial discrepancies.
- Uses Concur and other approved travel systems to arrange travel, maintain supporting documentation and complete or support travel expense reconciliation.
- Acts as a Concur delegate for the Director of OE as well as the Elders and Knowledge Keepers, and others as necessary
- Prepares expense reports, attaches required supporting documentation, monitors outstanding transactions and follows up to support timely submission and approval.
- Reconciles transactions charged to the OE travel and purchasing Visa card.
- Obtains and reviews receipts and supporting documentation and identifies missing or incomplete information.
- Identifies discrepancies and work with cardholders, vendors or appropriate staff to resolve outstanding transactions.
- Maintains organized travel and financial records.
- Monitors travel bookings, itinerary changes and cancellations and communicate relevant updates to travellers and internal stakeholders.
- Provides travellers with itinerary information, documentation requirements and other relevant travel instructions.
- Exercises judgment when addressing routine travel disruptions or booking issues.
Events and General Support:
- Provides logistical and administrative support for meetings, events, conferences, retreats, recognition activities and other OE initiatives.
- Assists with registrations, participant communications, materials, room setup, catering, timeline, implementation and other OE community event requirements.
- Provides backup administrative support to other Ongomiizwin and Ongomiizwin Education functions during periods of high workload or staff absence.
- Performs other related duties consistent with the responsibilities, skills and classification of the position.
- Assists with updating Ongomiizwin Education website.
- May be required to perform related duties not exceeding skills and capabilities as required.
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.
