Department Administrator - AA3 (AESES)

Faculty of Science

Position number: AQ581

Date posted: July 15, 2026

Job details

Department Administrator - AA3 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$31.30 to $44.11 per hour ($56,966.00 to $80,280.20 per annum)

Expected Start Date

August 11, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Trina Kajtar - trina.kajtar@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

An undergraduate degree is required. A degree in business administration is preferred.

Formal training in financial management and accounting is preferred.

Knowledge of Human Resources fundamentals and UM Collective Agreements is preferred.

EXPERIENCE:

A minimum of three years of relevant administrative and financial management/accounting experience within a unionized environment is required.

At least two years of direct supervisory experience overseeing staff is required, showcasing leadership and team management skills.

Demonstrated proficiency in the regulations and procedures of the University of Manitoba is required to navigate the institutional landscape effectively.

Extensive experience with financial, accounting, human resources, and student management systems, including VIP, EPIC, Banner, Aurora, FAST Concur, ASTRA and UMCareers, is required for ensuring operational efficiency.

Preferred candidates will possess experience and a thorough understanding of the Department and the Faculty of Science, enabling effective collaboration and support for departmental initiatives.

An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

Advanced proficiency in the Microsoft Office Suite is required, encompassing tools such as Excel, Word, Outlook, and Teams to ensure effective communication and data management.

Exceptional interpersonal, verbal, and written communication skills are required to foster collaboration and convey information clearly.

Demonstrated advanced time management, record-keeping, and organizational skills are required for maintaining efficiency in a dynamic work environment.

A keen attention to detail is required to ensure accuracy and quality in all tasks.

Strong decision-making and strategic planning skills are required for effective problem resolution and operational success.

Ability to thrive under pressure while managing constant interruptions is required, ensuring productivity in a fast-paced setting.

Proficiency in making sound independent judgments and employing strong problemsolving skills is required to navigate challenges effectively.

Project management skills are preferred to oversee initiatives and ensure timely completion of objectives.

The ability to maintain positive working relationships with staff, students, and the general public is required to foster a collaborative environment.

Adaptability and the capacity to manage change effectively are required for navigating evolving circumstances within the organization.

Ability to meet deadlines consistently across various university offices and programs, demonstrating reliability and commitment is required.

Ability to effectively supervise, develop, and train staff is required, along with the capability to provide clear and concise instructions to facilitate learning and growth.

Must be capable of working both independently and as part of a team, demonstrating versatility in collaboration and self-direction.

Initiative and creativity in problem-solving and the development of innovative ideas are required for continuous improvement.

A commitment to maintaining confidentiality in all matters is required to uphold the trust and integrity of the department.

A satisfactory work record, including consistent attendance and punctuality, is required to demonstrate reliability and professionalism.

OR equivalent combination of education, experience, skills, knowledge and abilities.

Key responsibilities

Financial and Resource Administration

Manage operating, research, and endowment budgets, ensuring compliance with accuracy, and timely reporting.

Conduct and oversee reconciliations and manage financial commitments including salaries, contracts and invoices.

Provide strategic financial advice to the Head and Business Manager, including budget forecasting and analysis.

Review and approve expenditures, travel claims, procurement transactions and service contracts.

Manage departmental purchasing and travel expense cards, ensuring proper allocation and policy compliance.

Provide guidance and oversight to faculty with graduate student funding, stipends, and endowment-related processes.

Advise and support faculty members regarding funding and other financial matters.

Oversee and monitor Microscopy, Greenhouse/CTC, Growthchamber, equipment rental and AHF billing activities to ensure the timely processing and accuracy of all financial transactions.

Human Resources and Staff Administration

Lead recruitment, onboarding, supervision, training and performance management of departmental support staff.

Provide oversight of the process of appointments, terminations and run payroll authorizations for all staff groups.

Oversee the hiring and management of Teaching Assistants, sessional instructors and research appointments.

Review and approve time entry, vacation, overtime and attendance records.

Provide guidance on collective agreements (CUPE, AESES) and performance issues.

Liaise with Faculty HR for job evaluations, postings, and immigration-related documents.

Graduate and Undergraduate Program Support

Provide oversight for graduate admissions, registration, awards and exam processes (MSc/ PhD).

Ensure compliance with Faculty and Department academic regulations and oversee the maintenance of student records.

Oversee the coordination of appointments for demonstrators, markers, and tutors.

Provide academic advising on basic matters and refer to advisors or faculty as needed.

Oversee the maintenance and update of the graduate events calendar, manage textbook orders and support exam logistics.

Provide oversight of the coordination with Coop office and support travel and conference participation.

Administrative Operations and Compliance

Serve as the department's lead administrator for capital assets such as vehicles and equipment inventory ensuring proper tracking, maintenance and compliance with the faculty and university policies.

Oversee office logistics including key control, renovations, room scheduling and manage maintenance coordination.

Ensure departmental compliance with safety standards and inventory management regulations through regular monitoring and adherence to established procedures.

Prepare documentation, statistics and reports for strategic and operational planning.

Manage the department's vehicles, including scheduling usage, coordinating maintenance and repairs, maintaining accurate records, and ensuring compliance with University policies and safety standards.

Committee and Leadership Support

Serve as the lead in coordinating and hosting regular meetings with other units, including the Greenhouses, Animal Holdings, and technical staff supporting Research and Teaching.

Provide administrative and strategic support to the Department Head and Associate Heads.

Recommend operational improvements and advise the head and associate heads on the implications of changes in collective agreements to support informed decision-making and ensure compliance.

Provide oversight and administrative support for course scheduling and teaching assignments in collaboration with the academic lead responsible for scheduling.

Supervise coordination of special events, open houses, conference and public engagement activities.

Communications and External Relations

Act as a liaison with the Faculty of Science, Registrar's Office, external reviewers, and other units within the University.

Maintain connections with donors, and external partners to support departmental goals.

Perform other related duties as required or assigned.

Other duties as assigned.

Additional information

Valid Manitoba Class 5 driver's licence (or equivalent), or the ability to obtain a Manitoba driver's licence, to operate University vehicles as required. This position is located in the Department of Biological Sciences.

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 UM.Accommodation@umanitoba.ca 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.