Program Office Assistant - OA4 (AESES)

Student Affairs Office, Max Rady College of Medicine

Rady Faculty of Health Sciences

Position number: 35569

Date posted: July 24, 2026

Job details

Program Office Assistant - OA4 (AESES)

Existing Project Full-Time (Budget Funded)

Yes

No

35 Hours/week (Monday to Friday, 8:00 am to 4:00 pm)

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Appointment Dates

August 24, 2026 to December 23, 2027

840 hours worked

For more information please contact: Dave Fidler - ***email_hidden***

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING REQUIRED

• Completion of a formal administrative or office training program and receipt of a diploma or degree from a recognized institute or program is required.

EXPERIENCE

• Three years of recent administration experience in supporting academic/student programs, development and implementation are required.
• Experience with undergraduate and postgraduate education is preferred.
• Experience working in a university environment with knowledge of University policies and procedures is preferred.
• Experience with a Curriculum Management system, such as Entrada, is preferred.
• Experience with website management systems is preferred.
• Experience with social media (Facebook, Twitter, YouTube, Instagram, podcasts) communications is preferred.
• Experience creating process maps and guiding documents is preferred.
• An acceptable equipment combination of education and experience may be considered.

SKILLS & ABILITIES

• Exceptional communication skills, both verbal and in writing, are required.
• Confidential handling and knowledge of personal and health information legislation required.
• Demonstrated ability to organize a meeting, including scheduling, creating agendas and taking/disseminating minutes is required.
• Event-planning experience and ability to schedule and plan for learner workshops/seminars is required.
• Demonstrated proficiency, at intermediate to advanced levels, for Adobe and Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint required.
• Experience creating surveys using online survey creation tools (e.g., SurveyMonkey) is required.
• Ability to work with others and assist staff, students, and the public is required.
• Effectively completes tasks independently and in conjunction with others is required.
• Ability to follow instructions and handle various clerical duties concurrently is required.
• Minimum 60 words per minute typing speed required.
• A satisfactory work record that includes satisfactory attendance and punctuality is required.

OTHER JOB RELATED QUALIFICATIONS

• The ability to create and maintain spreadsheets and reports, utilizing and manipulating the data, is an asset.
• Experience creating process maps, workflows and guiding documents is an asset.
• A proficient user of Website design software, Zoom, Concur and EPIC is strongly preferred.
• Experience with social media programs (Facebook, Twitter, YouTube, Instagram, and Podcasts) is preferred.

Key responsibilities

• Provides administrative support to the Associate Dean of Student Affairs, Assistant Dean of Student Affairs UGME, Assistant Dean of PGME, Student Affairs Coordinator, and Faculty Advisors.
• Responds to information, assistance, or appointment requests via phone, walk-in, or email in a timely and confidential manner; forwards inquiries as appropriate.
• Assists undergraduate and postgraduate learners, making independent decisions within policies, procedures, and guidelines, and coordinating with other areas for improvement.
• Handles procedures associated with supporting learners, including interpreting policies and fulfilling their requests for assistance.
• Organizes meetings, takes minutes, disseminates them, and follows up on action items.
• Proactively maintains the Student Affairs webpage and Entrada communities to ensure current information.
• Manages social media accounts (Twitter, Instagram, Facebook) for Student Affairs, posting updates regularly.
• Supports committees and working groups chaired by Associate and Assistant Deans, scheduling meetings, creating agendas, and taking minutes.
• Maintains a procedure manual and process map, including collaborators' contact information.
• Ensures records are filed on internal s:/drive or Filehold folders.
• Assists with learner orientation as required.
• Reconciles PHIA forms for new trainees.
• Provides backup support for PGME awards.
• Assists the Student Affairs Coordinator in determining workflows, creating process maps, and guiding documents for administrative/support tasks.
• Creates surveys, fillable forms, and budgets on an ad hoc basis.
• Creates and maintains a comprehensive event planning manual for Student Affairs activities.
• Provides administrative support for events/courses, including:
  • Acting as the point of contact for participant and vendor inquiries.
  • Implementing directives from the Administrator and Faculty.
  • Maintaining a roster of students/residents involved in events.
  • Coordinating with vendors, catering, room booking, and arranging tables and chairs.
  • Sending calendar invitations to participants, staff, and Faculty members.
  • Distributing event evaluation forms.

• Assists in developing, coordinating, and maintaining the "Total Wellness Program" to promote healthy lifestyles.
• Organizes and implements the annual resident retreat/forum, handling budget creation, venue booking, catering, IT, and communications.
• Edits and creates presentations as required.
• Sends reminders to course instructors, participants, and learners.
• Books travel arrangements as needed.
• Processes personal and Faculty expense claims.
• Makes purchases for the office.
• Assists with editing and proofing documents.
• Liaises with individuals across affiliated organizations such as Shared Health, hospital sites, and Departmental offices.
• Performs other related duties as required or assigned.

Additional information

This is a full-time term position ending Dec 2027.

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 View email address on ca.workus.org or View phone number on ca.workus.org. 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.