Department of Pediatrics and Child Health
Rady Faculty of Health Sciences
Position number: 37955
Date posted: July 17, 2026
Office Assistant - OA4 (AESES)
New Regular Continuing Full-Time (Budget Funded)
Work schedule:
35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)
Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)
Expected Start Date
August 24, 2026
For more information please contact: Amanda Dowbenko - [email protected] (2047878695)
MINIMAL FORMAL EDUCATION REQUIRED:
- Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience.
EXPIERENCE:
- Must have experience working in an office environment.
- Experience in a University and or Hospital administrative position is preferred.
- Experience working in a Royal College of Physicians and Surgeons of Canada-accredited postgraduate residency training program is preferred.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Proficiency using Microsoft Office Suite (Word, Outlook, Excel) is required.
- Attention to detail, strong technical, analytical, and problem-solving skills are required.
- Ability to work effectively both independently and in a team environment is required.
- Interpersonal skills are critical as the individual is the representative of the program and the section. The individual liaises with trainees, faculty, administrators, national organizations, and the public is required.
- Excellent written and communication skills is required.
- Ability to maintain confidentiality is required.
- A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB RELATED QUALIFICATIONS:
- A general knowledge of University of Manitoba and Health Sciences Centre policies, regulation, programs and procedures is preferred.
ADMINISTRATIVE SUPPORT AND ORGANIZATION OF THE SECTION:
GENERAL
- Provide administrative support to section leadership and physicians.
- Manage incoming communications, including mail, electronic correspondence, and referrals.
- Coordinate office supply orders and any related maintenance requests.
- Assist in the development and distribution of schedules, including clinical, call, and attending schedules.
- Coordinate technical support requests for faculty and trainees.
- Prepare correspondence and documentation under the direction and approval of the Section Head and/or physicians.
- Support basic financial or billing processes in accordance with organizational procedures.
- Prepare and submit payroll or time-tracking documentation as required.
- Provide occasional support to the other admin staff in the clinic by booking patients or providing cross-coverage.
MEETING AND EVENT RESPONSIBILITIES
- Manage physicians’ Outlook calendars and coordinate all meetings, education sessions, and events.
- Organize departmental events, retreats, and other functions.
- Support performance review processes, including coordination and documentation.
- Prepare reports and summaries following meetings or operational activities.
- Coordinate and support a variety of meetings and committees, including scheduling, documentation, attendance tracking, and follow-up on action items.
ADMINISTRATIVE SUPPORT AND ORGANIZATION OF THE TRAINING PROGRAM:
TRAINEE HUMAN RESOURCE ACTIVITIES
- Coordinate and schedule meetings between trainees and program leadership, including onboarding, check-ins, and performance review discussions.
- Prepare correspondence, reports, and documentation in support of program leadership.
- Provide administrative support for trainee lifecycle processes, including onboarding, reappointment, and offboarding.
- Coordinate and maintain trainee scheduling, including rotations, call coverage, and related assignments.
- Manage and track trainee leave requests, including vacation, educational leave, and other absences.
- Maintain accurate and up-to-date trainee records and files.
- Serve as an initial point of contact for trainees requiring guidance or support and escalate concerns as appropriate.
- Coordinate onboarding logistics, including preparation and distribution of orientation materials.
- Facilitate access to required systems, facilities, and resources for trainees across relevant departments.
INTERNAL AND EXTERNAL LIAISON
- Act as a liaison and departmental contact for trainees, faculty members, visitors, and the public. Respond to program inquiries and escalate inquiries as necessary to the Program Director, Managing Director, Education Manager, and/or the appropriate contact(s). Provide follow-up when necessary to ensure matters and inquiries are handled promptly and to successful completion.
OPERATIONAL SUPPORT
- Support internal and external accreditation processes, including preparation of documentation and coordination of site visits.
- Maintains the online curriculum management system, which includes but is not limited to including scheduling, assessment distribution, and reporting.
RECRUITMENT RESPONSIBILITIES
- Support recruitment and selection processes for training programs.
- Assist with maintaining program information and application materials.
- Coordinate application reviews, interview scheduling, and candidate communications.
- Support the development and submission of selection or ranking documentation as required.
TEAM FACILITATION AND EVENT ORGANIZATION:
- Coordinate and support program and committee meetings, including scheduling, documentation, and follow-up on action items.
- Provide administrative support for evaluation or review committees as required.
- Assist in recruitment and coordination of educators or facilitators for training activities.
- Support the planning and delivery of educational events.
FINANCIAL MANAGEMENT:
- Assist in the development and maintenance of program budget.
- Process reimbursements and track program-related expenses.
- Monitor and track trainee-related funding, including travel or educational expenses.
OTHER DUTIES:
- Maintenance of the position handbook for cross-coverage circumstances.
- 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.
