Administrative Assistant - Winnipeg, Canada - University of Winnipeg

University of Winnipeg

Verified Company

Winnipeg, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Faculty of Education at The University of Winnipeg is seeking a
full-time continuing Administrative Assistant to provide support to the Dean, Associate Dean, and the Dean's Office.

This involves a variety of duties related to general administrative functions, correspondence, reporting, committee work related to the Dean's office, as well as other duties as assigned.

This position is involved in all aspects of program administration and is an integral part in the smooth running of the Faculty of Education.

Responsibilities:

Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate administrative member.
Has comprehensive knowledge of university policy and procedures including the UWFA-RAS collective agreement.
Keeps apprised of new developments related to the Faculty of Education and ensures the Dean's Office is updated as changes occur.
Updates Faculty of Education policies and procedural documentation on an annual basis; recommends changes to current policy and procedures within the Faculty of Education.
Manages the Dean's outlook calendars; organizes and sets up meetings for the Dean and Associate Dean and other meetings related to the Dean's Office.
Ensures personnel files are up to date according to the UWFA collective agreement.
Organizes and maintains the Dean's Office shared folders.
Liaise with other administrative support staff to ensure comprehensive and accurate records are kept up to date.
Reconciliation of the Dean's credit card accounts.
Prepares payment vouchers, travel claims and keeps track of annual service contracts.
Acts as a liaison with other institutions/universities, areas, departments, programs. developing and maintaining effective working relationships.
Provides administrative support to external committees.
On rotation, prepares University wide nominations for committees that need an election.
Working knowledge of course scheduling, budgeting, account reconciliation and purchasing processes.
Working knowledge of program requirements across all units.
Provides administrative support to the Chair of the Department Personnel Committee.
Tracks changes to RAS faculty members rank, eligibility for tenure and promotion and study leave.
Assists with the Tenure and Promotion process for faculty members.
Preparing correspondence on behalf of the Dean.
Acts as recording secretary for meetings/discussions as required.
Sends out confidential correspondence on behalf of the Dean.
Assists with correspondence related to the discipline process for faculty or students.
Updates the Deans on upcoming events and deadlines in the Faculty of Education

Qualifications:

An undergraduate degree with two years of directly related administrative experience, or an acceptable equivalent combination of education and experience.
Knowledge of university regulations, programs, and policies essential.
Experience working within a unionized environment an asset.
Demonstrated knowledge of program requirements within all units of the Faculty of Education.
Demonstrated knowledge of and familiarity with the field of education a definite asset.
Must have effective oral and written communication and interpersonal skills
Good organizational and time management skills.
Able to problem solve, make decisions and recommendations.
Ability to exhibit maturity when responding to inquiries.
Ability to gather and organize information into useful and explanatory formats.
Problem solving, organizational ability and assessment skills required.
Must be able to work independently and establish and maintain working relationships with others.
Must be able to make independent judgments and manage several tasks at one time.
Must be able to cope with interruptions.
Must be able to plan, organize and coordinate administrative duties to ensure completion within estimated deadlines.
Demonstrate selfmotivation and initiative.
Demonstrate the ability to work with all levels of internal and external contacts.
Ability to establish and maintain effective working relationships with students, staff, and the public.