Job Description

*This is an 18 month term position* Responsibilities:

• Accountable for all general office duties and manages all administrative functions which includes but is not limited to answering all general phone, email, and in-person inquiries, arranging meetings, sorting and distributing mail, maintaining and ordering a standard inventory of office supplies, and maintaining office equipment.
• Closely monitors, analyses and reports on department enrollments from statistics gathered from internal reports, self-generated reports; flags low enrollments and waitlisted courses and proposes solutions to optimize enrollments.
• Updates, proofreads, and distributes department information to several areas including University Departments and administrators.
• Responsible for timetabling all courses and registering students.
• Updates website and prepares promotional material for Faculty and Students.
• Attends multiple department, university, and committee meetings as recording secretary or departmental representative and takes minutes as required.
• Provides administrative support on a number of Departmental Committees and supports committee members and their Chairs.
• Initiates communication with the First-Year-Chair to organize events. Solely responsible for creating and providing distribution materials, setting up the booth, initiating a call for volunteers to work the booth, and ensuring that student volunteers are paid honorariums.
• Directly assists the General Programs Chair and students in their requests to have Major and Minor Declaration forms signed, transfer credits assessed, and permission and prerequisite waivers signed.
• Works directly with the Honours Chair in scheduling and organizing events for the Honours Program; in particular the MA Workshop. Provides the Honours Chair with stats and data regarding the Honours Program. Prepares Honours Program promotional material for faculty and students.
• Responsible for all aspects of the Timetabling process which includes, working with the Chair to plan all course offerings for the upcoming academic year, prepares a draft timetable from teaching preferences submitted by Faculty Members. Analyses, balances, and coordinates both undergraduate and graduate course offerings. Creates and finalizes the timetable in preparation for entry into Colleague. Inputs, proofreads, edits, and verifies all Timetable information in Colleague. Alters course caps and reschedules courses as needed to accommodate room requests. Follows up with other departments regarding an extensive roster of cross-listings. Updates timetable as required throughout the year.
• Informs faculty of all upcoming departmental, University, and Collective Agreement deadlines; in particular, the Annual Activity Reports. Contacts and arranges submission of outstanding forms and applications from faculty, providing assistance, information, or problem resolution where required.
• Liaisons for English accelerated program for multiple local and rural secondary schools, as well as Access Education Programs for WEC and CATEP; includes initiating contact with instructors, setting up email accounts, printing codes, providing information, and answering questions; advertising positions, arranging for contracts, and ensuring that SET reports are sent out, received, and returned to the appropriate people.
• Manages, prepares, proofreads and updates all items on the English Department Website.
• Takes note of faculty absences and ensures that classes are covered, cancelled, and/or rescheduled.
• Collects, prepares, formats, and submits exams by established deadlines. Advises students and faculty on exam procedures, and provides or arranges for invigilation when required.
• Coordinates faculty office moves with Physical Plant. Provides access to offices for service calls and cleaning. Completes and signs key requisitions.
• Has full discretion for the disbursement of $15,000 in the department budget; Reviews the budget and notifies the Department Chair and Committee Members of allocations; Creates revenue/expense Budget for the upcoming year; Analyses the data and makes projections for the annual budget expenses.
• Using Prophix, responsible for overseeing all departmental budget lines.
• Reconciles monthly/yearly department expenses and reports any discrepancies to the Department Chair and financial services.
• Signing authority on office supplies, PSAC Markers, juice journal employees, and printing.
• Responsible for all aspects of payroll for PSAC Markers and juice journal employees
• Reconciles department payroll with budget sheets; anticipates, tracks, and allocates funds from outside sources. Prepares accruals at year end.
• Provides support for all aspects of Contract Academic Staff Member hiring process including: completing and submitting job advertisements and hiring recommendations to Dean\xe2\x80\x99s Office; providing orientation for new RAS and CAS Members including requesting new electronic accounts, allocating office space, and authorizing keys, phones, and computers; provides training with regards to course outline requirements, exam preparation and guidelines, and grade submission process.
• Communicates and clarifies University and department policies and procedures including contractual process and obligations, collective agreement matters.
• Prepares, distributes, and ensures completion of all employment forms and contracts for new hires/
• Coordinates the hiring, training, and administering of all PSAC Markers.
• Provides general student advising and. refers students to General Programs Chair for specialized academic advising when necessary.
• Coordinates the departmental summer advising schedule including initiating the call for volunteers, creating and distributing the advising schedule, and researching and compiling all current advising materials.
• Creates, prepares, and distributes recruitment information inviting students to major in English or enter the Honours Program or Cultural Studies Program.
• Designs, creates, and writes publications, posters, and other promotional materials.
• Coordinates faculty and student volunteers for promotional events such as Future Student Night and the Open House , distributes information and records hours worked. Represents department at events as required.

Qualifications:

• Undergraduate degree required
• Five (5) years of directly related administrative experience in an academic environment required. Working knowledge of University of Winnipeg regulations, programs and procedures as they related to the department is an asset
• Ability to make sound independent judgments where no precedent exists and to utilize problem-solving abilities to resolve complex issues in a consistent and fair manner.
• Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines.
• Effective oral and written communication skills with the ability to provide advice, develop, and present informational materials.
• Ability to establish and maintain effective working relationships with various levels of internal and external contacts.
• 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.
• Ability to use advanced word processing features including: mail merge, document editing, and language tools; creating reports with footnotes/endnotes, table of contents, and bibliographies; and complex formatting.
• Ability to plan and create a single subject database, share data between applications, run queries, forms, and financial reports.
• Ability to design, create, produce and edit a variety of publications, forms and templates using Canva, Publisher, and Excel preferred.
• Proficiency with MS Office Suite with focus on Excel and the ability to create complex data tracking formulas preferred.
• Knowledge of Prophix, Crystal Reports, Groupwise and WebAdvisor computer sites, systems, programs, and software an asset.
• Ability to maintain a high level of confidentiality required.
• Ability to interpret collective agreements; knowledge of the Right of First Refusal an asset.

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.

Note: The work described in this posting will be conducted in-person. The University of Winnipeg has a Mandatory COVID-19 Vaccination Policy that requires all those coming to designated indoor campus spaces to provide proof they are fully vaccinated. The Policy was suspended effective May 2, 2022. However, prospective employees should know that the Policy may be reinstated in the future based on changing public health circumstances. 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\xe2\x80\x99s 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 204.786.9066.