Administrative Secretary

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 Ongomiizwin Education Office Assistant serves as the primary reception, office administration and operational coordination point for Ongomiizwin Education (OE). The incumbent helps ensure the office operates efficiently and is organized, appropriately supplied, functional and welcoming to staff, students, clinicians, partners, guests and community members.

The position is responsible for the administration of the day-to-day office operations, reception services, travel arrangements, financial reconciliation processes, OE program evaluation, recruitment process, meetings, correspondence and other administrative activities while balancing competing operational priorities. The incumbent regularly handles private and confidential information, including student information, and is responsible for ensuring that information is transmitted, maintained and stored in accordance with applicable privacy legislation, University policies and established procedures.

The position also provides direct, confidential administrative support to the Director, including proactive calendar management, meeting and committee coordination, minute-taking and follow-up on outstanding items.

Working collaboratively with the RFHS Office of Community Engagement and the Office of the Vice-Provost (Indigenous) (OVPI), the incumbent will help develop and strengthen community partnerships and engagement strategies. The incumbent will lead and coordinate community outreach, engagement, and relationship-building initiatives for Ongomiizwin Education, fostering pathways for learners from Indigenous communities to engage with educational opportunities. As the lead for these initiatives, the incumbent will work closely with the Ongomiizwin Education Student Services team and the Ongomiizwin Education Cultural team to support learner engagement, community connections, and culturally grounded programming.

The incumbent will also compile, manage, and maintain data related to Ongomiizwin Education program evaluation.

• Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience.
• Four years of directly related administrative and office coordination experience is required.
• Experience providing confidential administrative support to senior leaders and managing multiple complex calendars is required.
• Experience developing, implementing or improving administrative procedures or processes is an asset.
• Experience coordinating meetings and committees, including preparing materials, taking minutes and following up on action items, is required.
• Experience handling confidential information is required.
• Experience coordinating travel, preparing expense reports and reconciling credit card transactions is required.
• Experience coordinating office operations, supplies, facilities requests, mail and courier services is required.
• Advanced skills in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, MS Forms and SharePoint, is required as well as Adobe Pro.
• Experience with purchasing software (EPIC preferred), travel software (Concur preferred)…