Reception & Confidential Assistant to Associate Deans

The University of Manitoba is a driving force of innovation, discovery and advancement. Our momentum is propelled by our campus community – UM faculty, staff and students whose determination and curiosity shape our world for the better. Our teaching, learning and work environment is uniquely strengthened and enriched by Indigenous perspectives. With two main campuses in Winnipeg, satellite campuses throughout Manitoba, and world-wide research, UM’s impact is global.

Discover outstanding employee benefits, experience world-class facilities and join a dynamic community that values reconciliation, sustainability, diversity, and inclusion. We are one of Manitoba’s Top Employers and one of Canada’s Best Diversity Employers. At the University of Manitoba, what inspires you can change everything.

The opportunity:

The University of Manitoba is seeking a Reception & Confidential Assistant to support the Associate Deans. This position will serve as both the faculty’s receptionist and as a confidential and administrative support to the Associate Deans. The Reception & Confidential Assistant will mainly be responsible for greeting, directing and providing information to visitors, processing travel and expense claims for Associate Dean’s as well as coordinating travel and accommodation requirements.

Additionally, the Reception & Confidential Assistant will assist with special projects and help arrange catering and room bookings for special events.

The qualifications and experience we’re looking for:

• Completion of a formal training program in a related discipline (such as Office Administration, Business Administration) is required.
• Minimum three years of directly related office experience required.
• Proven 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.
• Advanced verbal and written communication skills are required.
• Excellent interpersonal skills and the ability to exercise diplomacy, confidentiality and patience to work in harmony with all levels, including faculty, staff, students, industry partners, and the public is required.
• Must display strong attention to detail and accuracy and a demonstrated ability to plan, organize, coordinate and establish work priorities within deadlines is required.
• Must be able to exercise tact and good judgment.
• Must be flexible and prioritize shifting workload effectively throughout each day.
• Must be able to work alone as well as collaboratively in a strong team environment.
• Must be able to work in a fast-paced environment and cope with stress effectively.
• Strong organizational and time management skills are required.
• Functional knowledge of collaborative platforms such as Teams and Zoom are required.
• Functional knowledge of Microsoft 365 applications such as Excel, Word, Outlook, Calendar and PowerPoint are required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

Why the University of Manitoba?

Along with being one of Manitoba’s top employers, we are proud to provide a collaborative and enriching work environment. In addition to a strong compensation package with a competitive salary, the University provides an exceptional workplace that includes:

• Comprehensive group benefits and pension plan.
• Competitive vacation time.
• Employee and Family Assistance Program.
• A full spectrum of professional development opportunities.

Closing Date: November 8, 2024

Applications will only be accepted if you apply on UM Careers.

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 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.

Job Type: Full-time

Pay: $45,591.48-$63,828.07 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Expected start date: 2024-11-25