Animal Science
Faculty of Agricultural & Food Sciences
Position number: 26837
Date posted: June 30, 2026
Office Assistant - OA3 (AESES)
Existing Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$21.62 to $29.60 per hour ($39,348.40 to $53,872.00 per annum)
Expected Start Date
August 4, 2026
For more information please contact: Hashim Satti - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of a formal training program in a related discipline from a recognized institution required.
EXPERIENCE:
- Minimum two years of directly related experience required.
- Experience and training within University of Manitoba systems including Concur (expense reporting), EPIC (procurement), VIP (HR/Payroll), FAST and Banner (financial reporting, invoicing, journal entries) preferred.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Working knowledge of general office practices with the ability to organize and prioritize standard office functions is required.
- Proficient with Microsoft Word, Excel, PowerPoint and Outlook for document creation, data entry and calculations, presentations and email are required.
- Skilled in fostering positive working relationships and delivering responsive support to colleagues and customers required.
- Proficient in using computers and standard software applications is required.
- Strong verbal and written communication abilities with a focus on clarity, professionalism, and audience-appropriate messaging required.
- Demonstrated ability to manage diverse administrative tasks and perform basic record keeping using contemporary office systems required.
- Must be a team-player with the willingness to assist as needed.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
- Provides office support to the Department of Animal Science (ANSC), Department of Entomology (ENT), the Glenlea Research Station (GRS), and the Bruce D. Campbell Farm & Food Discovery Centre (FFDC), (Collectively the "Departments").
- Prepares purchase orders and orders supplies for the Departments.
- Orders pest control as required.
- Prepares Visa purchases for approval.
- Assists FFDC Manager with preparation of visa forms for review/signature.
- Ensures expenses comply with university policies and procedures and seeks authorized approvals.
- Arranges for payment of invoices, reviews statements and follows up on outstanding invoices.
- Completes internal department charges, journal entries and external invoices for the Departments.
- Ensures expenses comply with university policies and procedures and seeks authorized approvals.
- Submits for final approval/submission.
- Reviews gas card statements and maintains record of receipts in electronic file.
- Prepares cheques, cash for deposit for the Departments. Records deposits into financial reports.
- Reviews guest/student travel claim forms for approval.
- Ensures expenses comply with University policies and procedures.
- Once reviewed, seeks authorized approval signatures and submits to Travel Services.
- Reviews Outstanding Commitments report on a monthly basis for Departments and follows up on any outstanding orders/invoices and takes appropriate follow up actions including requesting commitments to be cleared. Notes updates in financial reports regarding outstanding items.
- Assists in preparing reports and documents as requested.
- Posting/filing of expenses/transactions into financial reports and financial backup folders.
- Enters Weekly payroll for the Departments for the Office Assistant (HR) to approve and submit
- Prepares corrections and additions forms and rush cheque requisitions when required.
- Assists with coordination and implementation of certificate courses (such as the Beekeeping course for ENT) including advertising, course registrations, collection of fees, issuance of certificates and related reporting.
- Receives and approves Animal Order forms, entering orders into LabTracks and ensuring there is an existing protocol, and the order complies with that protocol; returns approved forms to requester as well as to GRS animal unit providing or housing the animals/TKCC receiving the animals as appropriate. Maintains a file of approved protocols and amendments.
- Tracks vehicle maintenance logs.
- Tracks inventory of computers, iPads, cell phones and other department-owned technology.
- Maintains departmental filing system.
- Purge files at year-end and setup new files as required.
- Scans and uploads receipts and prepares backup documentation.
- Acts as backup and overflow assistance for Reception.
- Books travel.
- Receives courier packages and notifies staff members of deliveries.
- Prepares outgoing mail for pick-up and distributes mail to staff.
- Arranges for courier pickups.
- Answers calls from the public requesting information, forwards queries to appropriate staff member for answering.
- Responds to media enquiries by forwarding to appropriate staff member.
- Ensures General Office is open from 8:30 am-4:30 pm.
- Receives and directs visitors, deliveries, etc.
- Assists with Course locations/timetables.
- Coordinates and updates directories regarding Animal Science office contact information, i.e., U of M Online Telephone Directory, Department Website etc.
- Updates websites, department lists and graduate student lists.
- Books classrooms/meeting rooms and AV equipment as requested.
- Monitors bulletin boards for the Department, posts information when required.
- Maintains the operation of office equipment, including printers (ordering toner and paper; troubleshooting).
- Perform other duties as required or assigned.
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.
