Faculty of Science
Position number: 23045
Date posted: May 29, 2026
Office Assistant, Department of Statistics - OA5 (AESES)
Existing 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 20, 2026
For more information please contact: Margaret Smith - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of a formal training program in a related discipline from a recognized institution is required.
EXPERIENCE:
- Four years of directly related experience working in a busy office environment, preferably within an academic setting, is required.
- Demonstrated expertise with university systems and applications, including Slate, INB, Aurora, Ad Astra, Concur, EPIC as well as experience with webpage maintenance and social media is required.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Strong knowledge of University of Manitoba policies and procedures is required.
- Excellent oral and written communication skills required.
- Knowledge of Faculty of Graduate Studies (FGS) regulations is required.
- Knowledge of University of Manitoba social media accounts, guidelines, and posting procedures is required.
- Demonstrated exceptional listening skills and strong attention to detail is required.
- Proficiency in using Microsoft Office (Word, Excel, PowerPoint) is required.
- Ability to be highly organized, prioritize tasks, manage time effectively, and maintain accuracy is required.
- Ability to work independently and as part of a team, multitask, meet deadlines, and contribute to a student-centered environment is required.
- Ability to work harmoniously with others while handling a large volume of diverse tasks, using initiative and maintaining strict confidentiality is required.
- Demonstrated sensitivity and cultural awareness in working with students and staff from diverse cultural and linguistic backgrounds is required.
- Ability to work effectively under pressure and with frequent interruptions is required.
- Ability to establish and maintain effective working relationships with staff, students, and the general public is required.
- Must possess sound judgment, maturity, initiative, and a strong commitment to confidentiality, integrity, and discretion.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
- An acceptable equivalent combination of education, experience, skills, knowledge and abilities will be considered.
Graduate Student Coordination
- Provide advice on admissions criteria and deadlines to applicants and faculty by email, phone and in person.
- Oversee the annual admission process for all Graduate Programs, including helping with GPA calculations, assessment of departmental requirements for various programs.
- Assist graduate students with awards and travel policies and processes; assist the Awards Committee. Liaise with the Faculty of Graduate Studies.
- Prepare materials and participate in orientations for new students.
- Utilize Slate, Aurora Student, Aurora self-serve, Aurora NM to access Aurora.
- Represent the Department at campus-wide graduate advising meetings.
- Participate in regular Graduate Studies Committee meetings which include taking minutes.
- Work with Department Head/Program Chair/Associate Dean Academic to address issues related to student experience.
- Identify issues and opportunities that arise with students and staff through Student Services meetings.
- Provide advice on policies, procedures, and regulations to staff, students, and the public as it relates to the Graduate Programs.
- Provide liaison with university or external departments, areas and agencies, developing an internal network or contacts.
- Advise Faculty of Graduate Studies of upcoming graduands.
- Assist and/or advise graduate students about their registration (e.g. advise graduate students of courses being offered by the department and making sure they register for the required courses in a timely manner i.e., some courses are only offered every other year, performing overrides to remove blocks on students’ registration), which often involves problem solving.
- Assist faculty and students in scheduling and booking events such as MSc defense, candidacy exams, advisory meetings, progress report meetings, and support students delivering theses, examinations and binding.
- Does graduation audits to ensure graduate students meet both the departmental and Faculty of Graduate Studies minimum graduation requirements.
Payroll and Appointments
- Ensure appropriate documentation is obtained for non-Canadians; advise new employees on obtaining of Social Insurance Numbers, health insurance, university staff cards, direct deposit and access to university libraries.
- Prepare letters for immigration purposes (regarding appointee’s status and income).
- Process weekly payroll in VIP following policies and guidelines of HR and appropriate collective agreements.
- Prepare all paperwork regarding adjunct professors.
- Provide advice to faculty members and recommend salary amounts for student research assistants. Ensure HR policies and procedures are followed when hiring research assistants.
Administrative and Committee Support
- Provide support, guidance, and training to faculty and staff in the effective use of Concur, ensuring compliance with university travel and expense procedures.
- Maintain and manage the Department’s key inventory, including issuing, tracking, and ensuring secure storage and accurate records.
- Attend Department Council meetings, take accurate minutes, and distribute approved minutes.
- Maintain the Department’s alumni database, including updating records and ensuring data accuracy.
- Serve as a backup to the Department Administrator, including providing coverage for front-line administrative duties and assisting with the coordination or oversight of other office support staff as required.
- Perform other duties as assigned or 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.
