Faculty of Science
Position number: 37414
Date posted: July 6, 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
July 27, 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, particularly those related to payroll and human resources, as well as in-depth knowledge of the various unions and their respective collective agreements.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Excellent verbal, written communication, and interpersonal skills
- Strong attention to detail and organizational abilities.
- Proficient in Microsoft Office (intermediate features), and Adobe Acrobat; word processing skills essential.
- Familiarity with Aurora Self Service, Aurora INB, Fast, Epic and Concur as an asset
- Demonstrated ability to manage multiple tasks and work effectively under pressure
- Professional and respectful interaction with faculty, staff and students.
- Proven record of reliability, including punctuality and consistent attendance.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
- 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 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.
- Prepare HPA and STPT forms, ensuring accuracy, compliance with guidelines, and timely processing.
- Provide support in drafting and finalizing position profile and job description forms.
- 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, maintaining accurate records.
- Process and evaluate Teaching Assistant evaluation forms, maintaining detailed and accessible documentation.
- Collect and archive 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 administrative needs of faculty and staff, implementing procedures to support teaching, research and customer-related activities.
- Coordinate key management for the department, ensuring procedures are implemented to maintain security and accountability.
- Act as the primary point of contact for the office, efficiently addressing inquiries, providing assistance, and managing correspondence while ensuring timely and accurate professional responses.
- Tracks and record seminar attendance, maintaining complete documentation.
- Regularly update and maintain website contents to ensure information is accurate, relevant and up to date.
- Collaborates with both Undergraduate and Graduate Associate Heads to collect and disseminate awards information, ensuring alignment with Faculty of Science and Faculty of Graduate Studies guidelines.
- Oversee the processing of all Concur claims for the department including PIs and support staff ensuring compliance with university policies and resolving discrepancies.
- Coordinate travel arrangements for incoming speakers including obtaining pre-approval and managing related documentation, excluding arrangements for faculty hires.
- Manages all paper forms related to travel, and expenses claims.
- Register and coordinate students for conferences as required.
- Calculate travel awards and reimbursements, as necessary.
- Prepare JE for repayments of travel awards.
- Place and track orders for office supplies through EPIC, ensuring timely delivery and accuracy.
- Collaborate with Faculty of Science stores to coordinate order fulfillment ensuring timely delivery and address concerns related to it.
- Oversee the repairs and maintenance of photocopiers and provide assistance with photocopying tasks ensuring uninterrupted department operations.
- Supervise and coordinate thesis binding processes, maintain quality standards and ensure timely delivery.
- Oversee 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.
- 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.
