Front Office Assistant, Faculty of Education term - Winnipeg, Canada - University of Winnipeg

University of Winnipeg

Verified Company

Winnipeg, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

This is a term position until December 22, 2023
The
Front Office Assistant is a full-time term position within The Faculty of Education.

This position will act as the first point of contact for all walk-in and/or call-in inquiries, ensuring the public is received in a welcoming, professional manner.

The incumbent must be able to assess the nature of the inquiry and give accurate and up to date information regarding our various programs, admission and selection criteria, requirements, etc.

In addition, this position provides various clerical assistance for the advisors, instructors and administration of the Faculty of Education.

Responsibilities:

Receives inquiries inperson, by phone or in writing and responds directly, or refers or takes messages for others to respond.
Provides basic information and assistance to students for all academic and other enquiries they may have and refers appropriately if more detailed information is required.
Ensures accurate inventory management and adequate stock of office supplies, coffee and Faculty of Education complimentary gifts.
Keeps a variety of accurate and updated student lists for purposes of: communication.
Running enrolment reports to monitor registration and course overload during registration period.
Running unofficial student transcripts as needed.
Assist Faculty and Contract Faculty with Microsoft Office and other software programs used campus wide.
Act as a liaison with instructors, faculty, students and other University departments and external agencies, including arranging for support services, distributing and collecting information and mailings, and maintaining confidentiality.
Arrange courier services for faculty research and manuscripts.
Request deletion, extensions and creation of network accounts for all faculty and staff as required
Receives, opens and distributes mail for Faculty of Education and Developmental Studies
Schedules and arranges logistics for Faculty of Education meetings.
Operates and/ or trains others in the operation of automated office equipment.
Maintains photocopiers and network printers by ordering supplies, clearing paper jams, calling for service as required.
Keeps current on office software and recommends improvements and enhancements.
Updates and maintains the Faculty of Education electronic bulletin and faculty and program profiles.
Organizes the Faculty's bulletin boards and posts information on Education related news, conferences, seminars, courses, and available job opportunities making sure that all postings are kept current.
Provides support for the Education Students Association.
Securely locks and tracks all valuable AV equipment owned by the Faculty of Education.
Disposes of University assets as outlined in University policies.
Provides backup to other positions in the area as required or assigned.
In consultation with the Director of Developmental Studies, determines courses to be offered for the Developmental Studies program, enters final draft of the timetable into Colleague software.
Organizes employment contracts for all new CAS faculty members from the Developmental Studies program, is responsible for tracking Right of First Refusal (ROFR) spreadsheet.
Update all correspondence for the Developmental Studies program including all program information and website material.
Purchasing all classroom and program supplies for the Developmental Studies program.
Create and update faculty and staff networks accounts for the Developmental Studies program.
Monitors Developmental Studies program budget including catching discrepancies, processing invoices, and depositing incoming revenues from field trips and/or events, reconciles Visa for the Director.

Qualifications:

High school completion with office skills and completion of a formal training program in office skills from a recognized institution.
University education would be an asset.
35 years directly related office experience.
Knowledge of University regulations, programs, policies an asset.
Familiarity with Faculty of Education preferable.
Ability to exhibit maturity when responding to enquiries, good work ethic and sound judgment.
Good working knowledge of Microsoft 365 and knowledge of or ability to acquire other computer programs preferable.
Must be able to plan, organize and coordinate administrative work activities to ensure completion within established deadlines.
Ability to establish and maintain effective working relationships with students, staff, public and external contacts, tactful and diplomatic.
Ability to gather and organize information into useful and explanatory formats.
Ability to understand and communicate university specific policies, procedures, guidelines, regulations, deadlines and ensure compliance with them.
Ability to multitask with conflicting demands for attention.
Problem solving, organizational ability and assessment skills required