Faculty of Science
Position number: 22519
Date posted: June 26, 2026
Confidential Assistant to Associate Deans - Level 4 (EMAPS)
Continuing Full-Time
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$30.53 to $42.75 per hour ($55,564.60 to $77,805.00 per annum)
Expected Start Date
July 13, 2026
For more information please contact: Tracy Foster Davidson - [email protected]
MINIMUM FORMAL EDUCATION/TRAINING:
- Completion of High School or a formal training program in a related discipline (such as Office Assistant, Business Administration) is required.
EXPERIENCE:
- Minimum five years of directly related office experience required.
- Experience preparing professional communication documents and minutes is also required.
- Experience with the Faculty of Science is preferred.
- Experience working in a university setting is an asset.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Advanced verbal and written communication skills are required.
- Excellent interpersonal skills and the ability to exercise diplomacy and patience to work in harmony with all levels, including faculty, staff, students, industry partners, and the public is required.
- Strong attention to detail and accuracy and a demonstrated ability to plan, organize, coordinate and establish work priorities within deadlines is required.
- Ability to exercise tact and good judgment is required.
- Ability to multi-task effectively is required.
- Ability to work alone as well as collaboratively in a team environment is required.
- Ability to work in a fast paced environment and cope with stress effectively is required.
- Strong organizational and time management skills are required.
- Satisfactory work record, including satisfactory attendance and punctuality is required.
- Functional knowledge of collaborative platforms such as Teams, Webex, and Zoom is required.
- Functional knowledge of Microsoft Office applications such as Excel, Word, Outlook, Calendar and Powerpoint is required.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
General Reception
- Responds to telephone and drop-in inquiries by students, staff, and faculty, providing advice, information, referral, or taking appropriate action.
- Assists the Research Grants Officers with all matters pertaining to research grants.
- Assists the Industrial Liaison Officer with meeting organization.
- Assists the Faculty Awards Officer with tracking and compiling student awards.
- Responsible for telephone system updates and maintenance for the Dean's Office.
- Responds to telephone calls and drop-in visits by students and faculty, providing advice, information, referral, or taking necessary action on their behalf.
- Coordinates the work of and records the minutes of committees chaired by the Associate Deans, including the Research Advisory Team and the Graduate Chairs Committee.
- Types correspondence for the Associate Deans.
- Coordinates and monitors access to rooms/buildings (keys or swipe cards).
- Monitors office supply inventory.
- Assists with the preparation for associate deans' meetings.
- Creates, stores, and monitors data and filing systems.
Administrative
- Coordinates the Undergraduate Summer Research Awards (NSERC, Faculty of Science, and donor-funded) for the Associate Dean (Research), including distributing applications, verifying eligibility of students and research supervisors, recording and ranking the results, administering paperwork, and answering questions.
- Assists with tracking and compiling student award records.
- Coordinates SEGS (Science and Engineering Graduate Scholarships) applications.
- Assists the Endowment Fund Committee and handles its correspondence.
- Maintains a working knowledge of NSERC, CFI, CIHR, and CRC guidelines.
- Administers graduate and undergraduate travel funding, including advertising, correspondence, and tracking.
- Provides assistance, information, and continuity to new Associate Deans, helping them in every way possible during their transition period in the office.
- Reviews and processes Concur travel and expense claims.
- Coordinates travel and accommodation requirements.
- Maintains Associate Deans' calendars and sets up meetings.
- Accurately records minutes from meetings (virtual and in-person).
- Provides assistance to the Confidential Assistant to the Dean and/or the Dean upon request, facilitating their interactions with Department Heads and faculty members.
- Shares the duties of the Confidential Assistant to the Dean when required.
- Deals with matters of an urgent nature in the Associate Deans' absences and refers others to the appropriate Acting Dean, Associate Dean, or Executive Assistant.
- Helps coordinate travel and accommodations for visiting speakers hosted by the Faculty of Science.
- Assists with the coordination of Faculty of Science events as per the associate deans' portfolio requirements.
- Performs other related duties as required or assigned by the Associate Deans, Dean, or Executive Assistant to the Dean.
Duties alternated among the Confidential Secretaries to the Dean and Associate Deans
Because certain key duties cannot be interrupted by absences due to sick days or vacations, they are alternated among the three positions such that all have the ability to carry them out. These include the following:
- Coordination of procedures dealing with Promotion, tenure, searches, leaves anomalies and extraordinary salary increases.
- Verification of eligibility for research study leaves, tenure and long service awards.
- Chief Electoral Officer for the Faculty
- Secretary for the Faculty Executive and Faculty Council.
- Verification of academic nominal roll of the Faculty and reporting to the University Secretary.
- Events.
- Other duties as 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.
