Job Description

*This is 1 year term position*
International Student Services (ISS) is a student services department that provides comprehensive supports to international, immigrant and refugee students at UWinnipeg, from acceptance through to graduation.
The ISS Assistant/Events Specialist is a full-time term position that acts as a key liaison between the student population and the specialists in the department. They are the first point of contact for all inquiries, and are responsible for identifying, organizing, and implementing the many sociocultural and recreational activities that ISS organizes for students.
Responsibilities:

• Acts as first point of contact between the student population and the ISS staff. Responds to inquiries, resolves issues and forwards more complex matters to the appropriate area.
• Demonstrates strong knowledge of university and community resources.
• Provides assistance, advice and service to students.
• Provide general information on ISS program policies, analyzes unique situations and assists in determining the appropriate course of action.
• Guides students to develop solution-focused action plans.
• Promotes the Mentor and Tutor programs to students and the community.
• Deals with students in a tactful, sensitive, and respectful manner at all times.
• Requests, receives, and stocks publications, forms, and other materials.
• Responsible for monitoring the Student Lounge.
• Uses Colleague to track study permits and update student information.
• Works with Coordinator to ensure the ISS student body is informed about departmental activities, important announcements, event invitations, and other important communications
• Writes content for the monthly newsletter, drafts announcements and instructions, creates promotional graphics, invitations and posters and responds to follow-up inquiries.
• Uses Envoke email communications software to load lists, create emails/newsletters and send mass communications.
• Maintains email distribution lists.
• Updates the departmental International Resource Guide.
• Maintains communication with mentors, mentees, tutors, and tutees, planning feedback sessions and surveys, and compiles information for the Coordinator and Director, providing recommendations.
• Compiles data and stats and maintains departmental summary reports and databases.
• Researches and provides recommendations for suitable events that align with department goals and student initiatives.
• Regularly surveys ISS stakeholders for new ideas on events, initiatives and opportunities for improved services and to generate and develop ideas for sociocultural and other events to engage students.
• Under the direction of the ISS Coordinator, plans and executes special events.
• Proposes an overall budget for each event for approval, outlines expected costs, and tracks expenses to ensure the event falls within the approved budget.
• Negotiates and secures contracts with event vendors, spaces and service providers.
• Prepares critical path for the activity, covering setup, agenda, event flow/run of show and other key logistics, and communicates roles and responsibilities to staff, mentors and volunteers.
• Develops marketing and promotional materials to raise awareness of events, either using Canva or by liaising with Marketing & Communications.
• Manages event registration, ticketing, and payment processes and ensures timely and accurate communication with attendees, manages RSVPs, flagging issues along with recommended solutions.
• Manages event staff and volunteers, ensuring that they are properly trained and equipped to perform their roles.
• Maintains detailed event documentation, and handles post-event evaluations and analysis to assess the success of events and identify areas for improvement.
• Manages event-related communications across multiple platforms.
• Develops and implements digital promotion strategies using social media marketing tools and content creation techniques.
• Creates and edit promotional videos, event highlight reels, and digital graphics to enhance outreach and storytelling.
• Analyse engagement data, streamline event processes, manage digital platforms efficiently, and design visually appealing digital materials.
• Responsible for the coordination of the Airport Reception Program, which arranges airport pickups for first-time international students at UWinnipeg at the start of each term.

• Monitors requests for airport pickups and communicates with students.
• Assigns a vehicle and driver for each pick up, communicates with driver.
• Designs pick up schedules.
• Confirms pickups of residence students with Campus Living and coordinates drop off times.
• Liaises with staff from other areas to confirm student eligibility for pick-ups.
• Coordinates with Winnipeg Airport to host welcome tables.
• Ensures there are adequate supplies for airport reception program.
• Handles after-hours changes, flight delays and pick-ups.

Qualifications:

• High School completion or equivalent program of studies with office skills and training.
• Degree is preferred.
• Manitoba Driver's license preferred.
• Minimum of four years of directly related experience.
• Event planning experience considered an asset.
• Experience as a university student is preferred.
• Good working knowledge of UWinnipeg regulations, programs and student services as they relate to international, immigrant and refugee students.
• Experience working with people from a wide range of cultures and backgrounds.
• Must have the ability and desire to establish positive relationships with students from diverse backgrounds and be able to work effectively and harmoniously with students, staff and the public.
• Must be outgoing, detail oriented and a team player who can help create a welcoming and supportive environment.
• Proficiency using computer applications such as Windows, MS Word, Excel, Access, Presentation software.
• Demonstrated ability to create engaging content for social media (Instagram, Facebook, etc.)
• Familiarity with Colleague or a Student Information System considered an asset.
• Must have strong English verbal and written communication skills.
• Able to organize, prioritize and complete work with accuracy and attention to detail within established deadlines.
• Able to treat personal information in a confidential manner.
• Able to take initiative and work with limited supervision.
• Must be able to solve problems and exercise good judgement and resourcefulness.
• Able to cope in an environment with constant interruptions.
• Experience in maintaining general financial records is considered an asset.
• Must be professional, conscientious, responsible and reliable.

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.
• Ability to be flexible to alter standard work hours as required for after hour events.

The salary range for this position will be from $40,677.00 to $56,110.60 annually.
Note: The work described in this posting will be conducted in-person.
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.

Skills Required