Office Assistant
University of Winnipeg
Winnipeg, MB
  • This is a term position until August 31, 2020.*
RESPONSIBILITIES:
Manages administrative functions for the department.
Monitors, analyzes and reports on department enrolments from statistics.
Prepares updates for the Chair on a regular basis during registration, flags low enrolment and waitlisted courses and proposes solutions to optimize enrolments including advertising, course cap alteration, creating additional sections or cancellation as appropriate.
Plans, establishes, and schedules department course offerings for the upcoming Academic year, in collaboration with the Chair.
Inputs, proofreads, edits and verifies all Timetable information.
Notifies the Chair of any conflicts or issues or any requests received by Faculty.
Organizes, books and when requested may attend department committee meetings and some non-departmental meetings as requested by the Chair or other faculty.
Provides administrative support for these committees, as requested by the committee chairs.
Prepares forms as required for Curriculum Committee and forwards any materials received from other departments to the Curriculum Chair.
Aids Department Awards Committee with the annual selection of Chemistry and Biochemistry student candidates for the university and department awards.
Communicates deadlines for receiving course outlines, grades and exams for submission to the Department Review Committee.
Submits course outlines to the Faculty of Science office each term and maintains a file of all course outlines.
Submits final exams to the Examination Assistant.
Prepares and designs documents, forms, event notices and publicity materials.
Distributes notices of seminars and thesis defences to faculty and students.
Arranges room bookings for events and sets up media as required.
Updates the General Calendar to reflect staffing changes, new programs, revisions to degree requirements and new, revised and experimental courses as approved through the Curriculum process.
Distributes and maintains key requisitions and ensures they are filled out properly.
Facilitates faculty volunteers at special events such as Open House and Evening for Outstanding Students.
Administers the processes for the Chemistry study carrel area.
Administers and is responsible for processing the Chemistry coats, goggles, glasses, and Laboratory Manuals, (once published) for student sale.
Provides support for all aspects of the hiring process (ie advertisement, setting up interviews)
Schedules meetings during applicants stay, seminars, and ensuring their hotel is booked and rides to and from the airport.
Provides orientation for new faculty members including requesting new accounts, and submitting key, phone and computer requisitions as needed.
Provides academic advising to undergraduate students who require assistance navigating the appeals, deferrals and incompletes, and withdrawal processes, as a designate.
Acts as liaison for students who are encountering complex administrative issues with admissions, registration or graduation requirements.
Provides course counselling and registration assistance and information for undergraduate students with irregular circumstances. Completes and signs permission forms, including prerequisite waivers, and forwards to Registration. Provides letters for outside institutions confirming course completion.
Coordinates the department’s summer advising schedule.
Performs receptionist duties for all areas within the Department of Chemistry.
Coordinates hotel and travel arrangements as requested including reservations, flight and room bookings, and tracking and submission of related expense forms and receipts.
Acts as event coordinator for special events including arranging for volunteers, making reservations, booking space and equipment, planning catering, compiling guest lists, composing and distributing invitations or notices, creating, printing and distributing promotional materials, arranging and approving payment and attending and assisting with event as required
Performs other duties as requested, required or assigned by the Chair.

QUALIFICATIONS:
Completion of High School
3 years of directly related administrative experience in a University setting.
Must have a good working knowledge of University of Winnipeg regulations, programs and procedures as they relate to the department.
Experience in the use of a wide variety of word processing, database and spread sheet applications
Experience in the use of student information systems
Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines while dealing with confidential information.
Demonstrated excellent oral and written communication skills.
Ability to make sound independent judgements where no precedent exists and to utilize problem-solving abilities to resolve complex issues in a consistent and fair manner.
Ability to establish and maintain effective working relationships with various levels of internal and external contacts, including the general public.
Ability to interpret and/or develop Department specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
Ability to communicate effectively with all levels of faculty, staff, students and public in a diplomatic, firm but tactful manner.
Ability to process a large number of requests with speed, accuracy and attention to detail in order to meet strict deadlines in an environment of constant interruption.
Must be able to adapt and work under pressure to meet deadlines.
Ability to design, create and produce a variety of publications using desktop publishing software.
Ability to work overtime as required.
OR EQUIVALENT COMBINATION OF EDUCATION, EXPERIENCE, SKILLS, KNOWLEDGE AND ABILITIES

The Collective Agreement between The University of Winnipeg and The Association of Employees Supporting Education Services (AESES), Clause 6.3, Selection for Vacancy, states: The Employer agrees that Employees with seniority shall have preference in connection with appointments so far as it is practicable to do so, provided that their qualifications are relatively equal.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff/faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, members of racialized communities, Indigenous persons, persons with disabilities, and persons of any sexual orientation or gender identity to confidentially self-identify at time of application. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.