Job descriptionExisting Project Full-Time (Budget Funded) Full-time: Yes Permanent: No 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) Appointment Dates September 21, 2026 to January 21, 2028 840 hours worked For more information please contact: Elaine Chipongian - elaine.chipongian@umanitoba.ca Qualifications
MINIMAL FORMAL EDUCATION REQUIRED: Knowledge of university regulations, programs and procedures as they relate to the function/program. EXPIERENCE: Three years of directly-related administrative experience is required. Enrollment in a professional accounting program (CPA) is required; completion of the professional accounting program is required. An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES:
Basic accounting skills and a demonstrated proficiency in using Word, Excel and Outlook required. The ability to organize, prioritize, and complete clerical or basic accounting routines. This is required for electronicrecord keeping and filing is required. Demonstrated ability to multi-task and to cope with a hectic, stressful environment is required. Strong interpersonal skills and the ability to communicate effectively verbally, in writing and by email are required. A satisfactory work record, including satisfactory attendance and punctuality, is required. OTHER JOB RELATED QUALIFICATIONS:
Knowledge and experience with University policies and procedures and systems (i.e., Aurora Finance (FAST),Aurora Student, VIP (payroll), Banner, EPIC, UM Intranet) are preferred. Strong organizational skills are preferred. A professional appearance and demeanour are essential. Knowledge of the University of Manitoba preferred. Able to work in the office regularly. Key responsibilities
Daily Financial requirements: Initiates/Authorizes journal entries (JE), salary journals (PA), ID charges (IDCs) to correct errors, fix overages/deficits, reallocate expenses and record transactions. Creates budget transfers (BT) and sends out requests for inter- and intra-fund transfers as part of budget maintenance. Collects and attaches all necessary information to backup entries. Distributes backup documents accordingly. Prepares Transfer of Funds requests (from Trust & Endowments) and allocates the transferred funds to their respective budget (BGT) accounts. Set up new funds. Reviews and approves Concur claims at the faculty level to ensure the eligibility of expenses being claimed, FOAPs used are correct, funds are available, and proper backup and authorizations are obtained. Faculty expert on concur claims. Administers and tracks Pooled travel funding, PhD/MSC travel funding, and individual students and student groups (STAG) sponsorships to attend conferences and case competitions. Determines eligibility of applicants based on collected data and existing funding policies and requirements. Processes sponsorship invoices, finalizes Guest/Student Claim forms, and updates sponsorship tracker. Communicates University and Asper internal policies to provide direction and guidance to all stakeholders. Responds to financial inquiries from all stakeholders such as FOAP codes and balances, expense eligibility, University and Asper’s policies and procedures, systems access, funding and sponsorships, etc. Serves as a liaison with Financial Services, Research, HR and other faculty/units to fix errors, resolves issues, complete transactions and provide/take consultations. Handles all sensitive information and records with a high-level degree of care. Keeps all confidential information in a secured place. Communicates sensitive issues found only with staff privy to the information. Returns or destroys documents when no longer necessary. Use EPIC to process Pos for the Dean’s Office. Initiates/Authorizes journal entries (JE), salary journals (PA), ID charges (IDCs) to correct errors, fix overages/deficits, reallocate expenses and record transactions. Creates budget transfers (BT) and sends out requests for inter- and intra-fund transfers as part of budget maintenance. Collects and attaches all necessary information to backup entries. Distributes backup documents accordingly. Prepares Transfer of Funds requests (from Trust & Endowments) and allocates the transferred funds to their respective budget (BGT) accounts. Set up new funds. Reviews and approves Concur claims at the faculty level to ensure the eligibility of expenses being claimed, FOAPs used are correct, funds are available, and proper backup and authorizations are obtained. Faculty expert on concur claims. Administers and tracks Pooled travel funding, PhD/MSC travel funding, and individual students and student groups (STAG) sponsorships to attend conferences and case competitions. Determines eligibility of applicants based on collected data and existing funding policies and requirements. Processes sponsorship invoices, finalizes Guest/Student Claim forms, and updates sponsorship tracker. Communicates University and Asper internal policies to provide direction and guidance to all stakeholders. Responds to financial inquiries from all stakeholders such as FOAP codes and balances, expense eligibility, University and Asper’s policies and procedures, systems access, funding and sponsorships, etc. Serves as a liaison with Financial Services, Research, HR and other faculty/units to fix errors, resolves issues, complete transactions and provide/take consultations. Handles all sensitive information and records with a high-level degree of care. Keeps all confidential information in a secured place. Communicates sensitive issues found only with staff privy to the information. Returns or destroys documents when no longer necessary. Use EPIC to process Pos for the Dean’s Office. Monthly Financial requirements:
Reviews outstanding Purchase Order (PO) commitments and coordinates with all administrators and with Supplier Payment Services (SPS) to ensure completed POs are closed. Collects, updates, and analyzes data and statistical reports relevant to the activities of the ASB for the preparation of monthly/quarterly/annual reports. Acts as a backup for doing the Monthly Operating Reports (MORs). Files backup documents, reconciles and reviews transactions, corrects errors, reallocates revenue & expense, and maintains filing system. Acts as a back-up for reconciling the accounts of the Dean (T&E and research funds). Acts as a backup for maintaining and reviewing financial trackers for funds with several budget limitations per individual or event (e.g., Associates gift allocation and usage, data sets purchases, electronics >$500 in T&E and research, Speaker Series, etc.). Process Journal Entries and Salary Journals. Data Sets (Process POs and tracking of expenses). Student Funding (Individual Student, STAGS, and working with the Experiential learning department to coordinate student claims). Reviews outstanding Purchase Order (PO) commitments and coordinates with all administrators and with Supplier Payment Services (SPS) to ensure completed POs are closed. Collects, updates, and analyzes data and statistical reports relevant to the activities of the ASB for the preparation of monthly/quarterly/annual reports. Acts as a backup for doing the Monthly Operating Reports (MORs). Files backup documents, reconciles and reviews transactions, corrects errors, reallocates revenue & expense, and maintains filing system. Acts as a back-up for reconciling the accounts of the Dean (T&E and research funds). Acts as a backup for maintaining and reviewing financial trackers for funds with several budget limitations per individual or event (e.g., Associates gift allocation and usage, data sets purchases, electronics >$500 in T&E and research, Speaker Series, etc.). Process Journal Entries and Salary Journals. Data Sets (Process POs and tracking of expenses). Student Funding (Individual Student, STAGS, and working with the Experiential learning department to coordinate student claims). Quarterly Financial requirements:
Acts as a backup for reconciling and reviewing Sessional and Grader/Marker payments to ensure they are correct and properly allocated. Allocates printer maintenance and parking pass charges to departments accordingly on a quarterly basis. Reviews telephone & cellphone bills and printer locations periodically to ensure proper FOAPs are being used. Assists in providing financial information for annual KPI reporting, accreditation, research and audit purposes. Assists in budget and year-end duties by preparing accounting entries to correct existing errors and to reallocate expenses. Assists in providing financial information for annual KPI reporting, accreditation, research and audit purposes. Assists in budget and year-end duties by preparing accounting entries to correct existing errors and to reallocate expenses. Payroll / HR Administration:
Acts as backup for Payroll direct time entry. Distributes and collects timesheets from all staff and checks hours submitted, codes used, and appropriate approvals. Consolidates information, enters in VIP, and gathers required Time Authorization reports. Acts as a backup for reviewing the Payroll Authorization reports for bi-weekly, semi-monthly, and hourly paid staff to ensure validity, accuracy, and completeness of payments. Gathers essential backup information. Identifies and investigates insufficient timesheet approvals, discrepancies in hours reported, and anomalies. Acts as a department backup for inputs and manages payroll using VIP Direct Entry for part-time employees, research assistants, and graders. Reconciles all hours to payroll authorizations, and verifies payroll for department members including hourly, biweekly, and semi-monthly. Correct payroll errors and issues by preparing Funding Allocation Form (FAF), Correction and Addition Form (C&A), and/or by initiating salary journals (PA), as required. Responds to payroll/HR inquiries and refers to necessary contact, if necessary Acts as backup for Payroll direct time entry. Distributes and collects timesheets from all staff and checks hours submitted, codes used, and appropriate approvals. Consolidates information, enters in VIP, and gathers required Time Authorization reports. Acts as a backup for reviewing the Payroll Authorization reports for bi-weekly, semi-monthly, and hourly paid staff to ensure validity, accuracy, and completeness of payments. Gathers essential backup information. Identifies and investigates insufficient timesheet approvals, discrepancies in hours reported, and anomalies. Acts as a department backup for inputs and manages payroll using VIP Direct Entry for part-time employees, research assistants, and graders. Reconciles all hours to payroll authorizations, and verifies payroll for department members including hourly, biweekly, and semi-monthly. Correct payroll errors and issues by preparing Funding Allocation Form (FAF), Correction and Addition Form (C&A), and/or by initiating salary journals (PA), as required. Responds to payroll/HR inquiries and refers to necessary contact, if necessary Administrative Support:
Prepares forms and processes system access forms, such as Aurora access forms, Aurora Student form, Financial Authority Responsibility forms, Vendor Set-up forms, Asset Disposal forms, etc. Acts as a backup to reception, including booking rooms, answering phone calls, redirecting inquiries, accepting materials from students, accepting, and arranging deliveries, providing direction and assisting users with photocopiers and fax machines. Acts as a backup in facilitating and completing the hiring cycle of CUPE Sessional Instructors and CUPE Student positions, including posting job requisitions, routing applications, and generating letters of offers, using the UM Careers recruitment portal. Prepares forms and processes system access forms, such as Aurora access forms, Aurora Student form, Financial Authority Responsibility forms, Vendor Set-up forms, Asset Disposal forms, etc. Acts as a backup to reception, including booking rooms, answering phone calls, redirecting inquiries, accepting materials from students, accepting, and arranging deliveries, providing direction and assisting users with photocopiers and fax machines. Acts as a backup in facilitating and completing the hiring cycle of CUPE Sessional Instructors and CUPE Student positions, including posting job requisitions, routing applications, and generating letters of offers, using the UM Careers recruitment portal. Other Duties:
Participates in committees for systems and process improvements. Assists departments with financial duties and projects on the absence or limitations of administrative staff, as needed. Assumes duties of other administrative staff in the Dean’s Office during vacation or other absences. Update Policies and Procedures in the intranet. 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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