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Senior Office Assistant - Oa5 (Aeses)
Posted on June 26, 2026
- Winnipeg, Canada
- 0 - 0 USD (yearly)
- Full Time
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Health Services, Ongomiizwin Indigenous Institute of H&H
Rady Faculty of Health Sciences
Position number: 18073
Date posted: June 25, 2026
Job details
Senior Office Assistant - OA5 (AESES)
New Regular Continuing Full-Time (Grant Funded)
Full-time:
Yes
Permanent:
Yes
Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)
Salary:
$26.62 to $36.41 per hour ($48,448.40 to $66,266.20 per annum)
Expected Start Date
July 20, 2026
Trial/Probation period:
840 hours worked
For more information please contact: Leanne Rajotte - leanne.rajotte@umanitoba.ca
Qualifications
MINIMAL FORMAL EDUCATION REQUIRED:
- Completion of a formal training program in a related discipline from a recognized institute plus four years of directly-related experience is required.
EXPIERENCE:
- Experience providing confidential administrative support to senior leaders and managing multiple complex calendars is required.
- Experience coordinating meetings and committees, including preparing materials, taking minutes and following up on action items, is required.
- Experience handling confidential information, including personal health information, is required.
- Experience coordinating travel, preparing expense reports and reconciling credit card transactions is required.
- Experience using Concur or similar travel and expense systems (such as EPIC, FAST) is preferred.
- 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 drafting correspondence, reports, meeting minutes and other communications is required.
- Experience developing, implementing or improving administrative procedures or processes is an asset.
- Experience with purchasing software (EPIC preferred), scheduling software (QGenda preferred), travel software (Concur preferred) and other electronic systems is preferred.
- Experience working in a healthcare or First Nations, Métis or Inuit service environment is preferred.
- Knowledge of medical terminology and Indigenous cultures and communities is preferred.
- An acceptable equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:
- Strong organizational skills and the ability to set own priorities while managing competing priorities, deadlines and interruptions are required.
- Ability to evaluate administrative processes, identify inefficiencies, and develop solutions to enhance operational effectiveness is required.
- Ability to work independently, take initiative and follow matters through to completion is required.
- Strong communication, interpersonal and customer service skills are required.
- Ability to exercise sound judgment and maintain confidentiality is required.
- Strong attention to detail and accuracy is required.
- Ability to adapt to changing priorities and respond professionally to urgent or unexpected situations is required.
- Ability to work respectfully and effectively with staff, clinicians, leaders, partners and community members is required.
- Must be able to work on campus five days a week is required.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.
Key responsibilities
Office Operations and Administrative Coordination
- Responsible for the administration of the day-to-day physical operation and creates systems to ensure the Ongomiizwin Health Services (OHS) office workspaces provide exceptional customer service by providing a functional, organized, safe and welcoming for internal Ongomiizwin and U of M staff, clinicians, students, contractors, partners and guests.
- Oversees office, kitchen and meeting-room supplies, anticipate upcoming needs and maintain appropriate inventory levels.
- Places supply orders using established purchasing processes while considering operational requirements and cost.
- Identifies building, equipment, cleaning, maintenance and safety issues.
- Submits and monitors service requests with Physical Plant, Information Services & Technology and other internal and external service providers.
- Is accountable for outstanding requests until issues are appropriately resolved.
- Ensures reception, shared workspaces, meeting rooms and visitor areas are clean, presentable and ready for use where applicable within position.
- Manages incoming and outgoing mail, courier, delivery and messenger services.
- Identifies urgent or confidential items and ensure they are securely and promptly distributed.
- Supports office equipment and shared administrative systems, troubleshoot routine issues and arrange service or technical support when required.
- Creates and manages the electronic and paper filing systems, contact lists, administrative records and shared resources so information remains current, accessible and appropriately secured.
- Develops and implements administrative procedures for the unit.
- Ensures effective functioning of administrative operations.
- Act as office Fire Warden
Reception, Communications and Confidential Information
- Acts as the primary point of contact for OHS, receiving and assisting visitors and responding to telephone, email and in-person inquiries in a professional, respectful and culturally safe manner.
- Maintains a strong working knowledge of Ongomiizwin programs, services, organizational relationships and key contacts to assess inquiries, provide accurate information and direct matters appropriately.
- Receives, prepares, transmits and manages private and confidential information, including personal health information, using secure processes and in accordance with The Personal Health Information Act, applicable privacy requirements and University policies and procedures.
- Faxes, confirms recipient information and use appropriate cover sheets, safeguards and secure transmission processes and otherwise securely transmits patient information to nursing stations, health centres and other authorized recipients.
- Identifies, addresses and escalates failed transmissions, privacy concerns or other issues promptly.
- Maintains discretion when handling sensitive employment, financial, contractual, clinician, patient and organizational information.
- Ensures confidential records are appropriately stored, accessed, transmitted and disposed of.
- Prepares general communications and informational materials for internal and external audiences.
- Supports the preparation and distribution of notices, pamphlets, posters and other organization information.
Executive and Committee Administrative Support
- Provides direct and confidential administrative support to the Medical Director and Managing Director, exercising judgment in organizing priorities, responding to routine matters and identifying issues requiring their attention.
- Proactively manages complex calendars and schedules, coordinating clinical, operational and administrative commitments.
- Identifies and resolves scheduling conflicts, protect priority time and ensure sufficient preparation and time between commitments.
- Schedules meetings by coordinating participant availability, booking rooms or virtual meeting platforms and arranging required equipment and hospitality.
- Supports the planning of on campus and off campus events.
- Prepares and distributes agendas, background information, briefing materials and other meeting documentation.
- Provides administrative support across multiple committees, working groups and other bodies on which the Medical Director or Managing Director serves.
- Maintains committee membership information, distribution lists, meeting schedules, records and supporting documentation.
- Attends meetings as assigned and prepares clear and accurate minutes and records of decisions.
- Maintains action-item lists, monitors deadlines and follows up with responsible individuals regarding outstanding items and commitments.
- Coordinates workflows across committees to ensure deadlines and standards are met.
- Ensures the completion of action-items to ensure the success of committees.
- Drafts and formats correspondence, briefing notes, presentations, reports and other materials.
- Independently gathers, organize and review background information to ensure documents are complete, accurate and ready for review.
- Screens and prioritizes requests, messages and correspondence based on urgency, sensitivity and organizational impact.
- Redirects matters to the appropriate person or program and escalate urgent, sensitive or high-risk matters when required.
Travel and Financial Administration
- Interprets and understands the University and OHS specific travel policies.
- Coordinates and books travel and accommodations for staff, clinicians, guests and other travellers in accordance with University and OHS policies, approved itineraries and operational requirements.
- Escalates travel exceptions, policy concerns or material financial discrepancies.
- Uses Concur and other approved travel systems to arrange travel, maintain supporting documentation and complete or support travel expense reconciliation.
- Acts as a Concur delegate for the Medical Director and Managing Director, and others as necessary.
- Prepares expense reports, attaches required supporting documentation, monitors outstanding transactions and follows up to support timely submission and approval.
- Reconciles transactions charged to the OHS travel and purchasing Visa card.
- Obtains and reviews receipts and supporting documentation and identifies missing or incomplete information.
- Identifies discrepancies and work with cardholders, vendors or appropriate staff to resolve outstanding transactions.
- Maintains organized travel and financial records.
- Monitors travel bookings, itinerary changes and cancellations and communicate relevant updates to travellers and internal stakeholders.
- Provides travellers with itinerary information, documentation requirements and other relevant travel instructions.
- Exercises judgment when addressing routine travel disruptions or booking issues.
Events and General Support:
- Provides logistical and administrative support for meetings, events, conferences, annual general meetings, retreats, recognition activities and other OHS initiatives.
- Assists with registrations, participant communications, materials, room setup, catering and other event requirements.
- Provides backup administrative support to other OHS functions during periods of high workload or staff absence.
- Performs other related duties consistent with the responsibilities, skills and classification of the position.
- Assists with updating Ongomiizwin website.
- May be required to perform related duties not exceeding skills and capabilities as required.
Additional information
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.
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