*This is a 3-month temporary position, with the possibility of extension*
The Office Assistant is a full-time in-person temporary role responsible for providing administrative and clerical support to the department Mathematics and Statistics. They will act as the first point of contact, assist the Department Chair, and field questions and requests from faculty, students and the public.
Responsibilities:
- Maintains department office and common spaces, ensuring they are well-organized, functional and professional.
- Keeps bulletin boards in department office uncluttered and up to date.
- Performs administrative and clerical functions essential to the department’s operations.
- Maintains central filing systems.
- Maintains inventory of supplies, processes orders for replacements when needed.
- Receives and responds to the Department's e-mail messages and phone calls
- Monitors department budget and tracks expenses.
- Arranges room bookings, coordinates room requests with Scheduling, and assists with space issues
- Assists the Chair in all departmental administration including preparing reports, timetabling, and budget forecasting.
- Advises Chair on contract faculty administration issues.
- Prepares Chair recommendation forms for contract faculty.
- Assists the Chair with preparing for department meetings and events.
- Independently handles department contract academic staff (CAS) orientation and ensures they have the required resources, access, and information about UWinnipeg and department processes and policies.
- Facilitates the hiring of student markers and demonstrators including posting positions, providing faculty with applications, processing hiring forms, assisting with Crowdmark set up, tracking hours and submitting payroll information.
- Assists faculty with hiring research support.
- Prepares packages for Curriculum Committees filling out curriculum forms and compiling submission packages adhering to submission guidelines.
- Coordinates text orders by working with the publisher or the Bookstore.
- Assists faculty with online marking software (Crowdmark).
- Sends exams to the print shop and picks up the printed copies.
- Cut corners off completed exams, scan them, and email the faculty member.
- Assists the Chair and faculty with clerical and administrative requests.
- Informs department members of relevant collective agreement deadlines
- Acts as first point of contact for the Department.
- Maintains standard office hours.
- Provides general information to students and the public.
- Gives information to students in department programs regarding program application, course withdrawal, applying for entrance tests, job opportunities, etc.
- Looks up student pre-requisites and high school pre-requisites as requested.
- Prepares and submits routine permission waivers.
- Assists with recruiting students for upper-level classes by posting advertisements for classes and sending emails to students as requested by
- Acts as liaison with other university departments, and external agencies
- Arranges for support services, arranges repairs and liaises with Facilities, coordinates printing with the Printshop.
- Organizes meetings.
- Makes travel arrangements for visiting lecturers.
- Maintains department web pages
- Maintains correct information regarding department offerings.
- Coordinates publicizing of new University/Department initiatives.
- Prepares administrative forms and documents for the department and faculty members, including all documents related to timetabling and staffing.
- Prepares and distributes notices and agendas, etc. for the Department
- Prepares conference posters, conference schedules contest advertisements and other materials
- Designs information pamphlets and posters for, and organizes department’s participation in, recruitment events.
- Assists faculty members and the Chair with general document preparation.
- Acts as department liaison with Math/Science Tutoring Centre, promotes the centre and refers students.
- Organizes all materials for U of W Open House and Future Student Night.
- Acts as departmental liaison with the Math and Stats Student Association.
- Advertises High School Math Day to high schools, orders refreshments, arranges for student volunteers, and prepares forms, materials for events.
- Advertises and takes registrations for other recruitment events and/or conferences
- Maintains websites for conferences/recruitment events organized by department members.
- Performs other duties as required or assigned.
Qualifications:
- High School completion or equivalent program of studies with office skills training. Completion of a university degree would be an asset.
- Four years of directly related experience.
- Willingness to learn the administrative aspects of Crowdmark, an online marking system.
- Fluency with Zoom and Microsoft Teams would be an asset.
- A working knowledge of Microsoft Office and Excel is essential.
- Fluency with Adobe Acrobat Pro is essential.
- A working knowledge of Datatel/Colleague software and Crystal reports software would be an asset.
- Knowledge of statistical software / budget software would be an asset.
- Knowledge and use of html would be an asset.
- Facility with web pages, Cascade software, Nexus / WebAdvisor would be an asset.
- Good communication skills, both written and oral.
- Ability to make decisions and work independently.
- Able to perform various minor equipment repairs, update and troubleshoot relevant software, and troubleshoot printers/copiers/scanners.
- Must have the ability to plan, organize, coordinate and establish work priorities and deadlines.
- Must have the ability to provide advice and develop and present informational material.
- Ability to maintain confidentiality in carrying out job responsibilities.
- Must be able to work under pressure with short lead times when required.
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 $23.65 to $33.45 hourly.
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 [email protected].
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 [email protected].
