Job Description

This is a 3-month term position



The

Department Assistant is a full-time term

position tasked with a range of clerical and administrative activities, mostly acting independently to ensure the Psychology department's objectives are achieved. The successful candidate acts as a key point of contact for the department and has considerable and continuous interaction with a large student population in-person, by phone, and by e-mail.

Responsibilities:

Provides reception and clear verbal and/or written information to students, prospective students, faculty, staff, and the public, Screens inquiries and prioritizes requests, redirecting to appropriate channels. Responds to in-person, e-mail, and telephone inquiries. Liaises with faculty, students, and other university departments and areas regarding Psychology operations. Provides initial advising, refers students to faculty advisors and/or the Certificate in Applied Psychology Coordinator. Coordinates the Major and Honours advising schedules. Administers the departmental website and social media pages. Designs, creates, edits, formats, prints, and distributes promotional materials. Composes correspondence and form letters, responds to routine requests whenever possible. Provides advanced proofreading and/or editing, and formatting services for departmental materials. Distributes e-mail notices, university bulletins, etc. to Department personnel. Organizes and maintains the Department's bulletin boards. Maintains the Faculty, Students', and Alumni research bulletin boards and updates these boards annually or as needed. Attends Department meetings, takes and transcribes minutes, proofreads, edits, and distributes minutes. Plans and organizes the non-academic aspects of the annual Prairie Undergraduate Research Conference and Colloquium. Assists with the planning of other departmental events. Generates and distributes class rosters, wait lists, enrollments, grade rosters, student academic records using UWinnipeg student information systems. Maintains the departmental LISTSERV by adding or deleting subscribers. Sorts and distributes daily incoming mail; arranges for courier pick-ups. Maintains strict confidentiality in executing job responsibilities. Coordinates all general office activities and functions. Manages departmental records in accordance UWinnipeg regulations. Implements, maintains and monitors room booking schedules. Books space for meetings, events, and make-up tests/examinations, arranges catering services, opens, tidies and, and secures facilities after events, provides hospitality service during events. Coordinates faculty office moves with Facilities. Monitors and maintains sufficient supply levels of office supplies, forms, test materials, and departmental and UWinnipeg stationary; maintains the functioning of Office facilities and equipment, solves any mechanical problems with copier/printer or makes service calls when necessary. Trains new and current faculty, Contract Academic Staff, Research Support and Academic Support on the use of automated office equipment. Maintains the physical inventory and electronic database of the Department's psychological tests and Honours theses. Collects payment for departmental courses' booklets or notes; records, secures, and submits the funds appropriately. Detects and investigates internal security problems, and recommends solutions or refers the issues to the Chair and/or Security. Collects and date-stamps individual assignments from students for professors and distributes marked assignments to students. Other duties as assigned.

Qualifications:

Completion of High School or equivalent program of studies with office skills training. An undergraduate degree would be desirable. Three (3) years of directly related clerical and administrative experience in an academic context. Working knowledge of University of Winnipeg's regulations, policies, procedures, standards and systems is considered an asset. Demonstrated excellent skills to communicate and interact courteously, tactfully, diplomatically, and effectively with all levels of internal and external contacts. Demonstrated effective English language compositional skills for writing correspondence, documents, forms, templates, and website posts. Ability to create/design and/or edit images using graphic design software for use in promotional and informational materials. Ability to use Microsoft Office applications: advanced word processing using Word, including mail merge, complex formatting, and document editing tools; competency using Excel to create and edit spread sheets, and apply basic formulas; familiarity with Outlook is an asset. Ability to interpret Department-specific policies, procedures, guidelines, regulations, deadlines, and ensure compliance with them. Demonstrated organizational and time-management skills. Ability to work with limited supervision and perform duties independently. Ability to make sound, independent judgements where no precedence exists, possess strong decision-making and problem-solving skills, and be able to provide superior service. Ability to handle sensitive matters as well as maintain strict confidentiality. 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.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:

Must be legally entitled to work in Canada.

The salary range for this position will be from $22.35 to $30.83 hourly.

Note:

The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.



The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and 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, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.



The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.



The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant's suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.