The University of Winnipeg Global College fosters global citizenship and engagement through interdisciplinary teaching, research, dialogue, and action in local and global communities. Global College is an action-oriented learning environment for Canadian and international students, bringing students and community members into contact with interdisciplinary faculty.
The Office Coordinator is a full-time continuing role providing necessary administrative and operational support and serves as the primary point of contact for all internal and external stakeholders.
Responsibilities:
- Act as first point of contact for the Global College. Responds to general inquiries, refer more complex matters to others.
- Provide specialized information on programs and interpret general policies and procedures to faculty, staff, students and the public.
- Manage all departmental administrative functions, working independently and making administrative decisions without supervision.
- Provide support in a wide variety of areas and recommend solutions.
- Make travel arrangements, processing and monitoring related documentation
- Administer Travel and Professional Development Allowance (TPDA) claims.
- Prepare promotional material for events, courses, and programs.
- Compile information on activities for reporting.
- Manage calendars for Executive Director.
- Prepare correspondence, reports and emails and distributes as necessary.
- Gather and update enrolment data.
- Responsible for maintaining records including correspondence, reports, courses and program related material.
- Schedule meetings, tracks regrets/attendance and arranges for refreshments, set up and clean-up
- Provide academic advising service to students when needed.
- Schedule (in consultation with program leads) timetable courses, ensuring accurate dates, times, and room assignments.
- Point of contact between academic programs for collaboration on course offerings
- Support departmental committees.
- Open non-confidential mail, date stamps, and distributes handles courier services.
- Establish and maintain central filing system.
- Attend meetings to record, type and distribute minutes.
- Maintain mailing list
- Maintain departmental websites and other UWinnipeg websites.
- Maintain inventory of office supplies, and kitchen supplies and general cleanliness.
- Work with Facilities and cleaning staff to co-ordinate office spaces, coordinates office moves.
- Maintain kitchen supplies and general cleanliness.
- Ensure instructors are aware of deadlines for textbook orders, track orders.
- Provides support to new faculty members and CAS, ensuring that they acquire e-mail access, printing codes, media keys, office space, and phone/voicemail access, and keys.
- Keep a file of course syllabi for each academic term.
- Responsible for ensuring new RAS and CAS are added to Colleague.
- Ensures that RAS and CAS submit a copy of final grades for department files.
- Notifies RAS and CAS of upcoming deadlines.
- For events sponsored or co-sponsored by Global College, serve as liaison with other university offices, catering, and communications
- Coordinate smaller in-house Global College events
- Support to Event Coordination through scheduling, room booking, catering planning, creating and distributing promotional material, tracking RSVPs, set up, taking photos and notes, clean up/follow up, and drafting final event reports.
- Oversee work assignment of Part-time Student Assistant(s), and has an active role in their selection and supervision.
Qualifications:
- Completion of High School Diploma plus post-secondary education. Degree/diploma in administrative/office skills program is an asset.
- Degree/diploma related to Global College academic programs is an asset.
- Four years of directly related experience.
- Familiarity with University of Winnipeg offices, procedures and policies is an asset.
- Familiarity with Global College is an asset.
- Competent in Outlook and Teams functions for meeting scheduling and tracking.
- Strong skills in Microsoft Word, Excel document preparation, editing and formatting.
- Strong skills in web-based design and content creation platforms.
- Experience with digital marketing and social media platforms/campaigns
- Experience with creating promotional materials.
- Competent in institutional software used for course timetabling and tracking (Colleague, Crystal Reports).
- HTML or basic website management skills highly desirable.
- Neat and accurate word processing skills in addition to proofreading skills.
- Excellent organizational and time management skills.
- Highly effective communication skills, both verbal and written; strong social skills.
- Proficiency in drafting agendas; taking, transcribing and typing minutes.
- Must have a pleasant and courteous manner to anyone who comes to Global College, and to maintain a welcoming environment in the reception and shared work areas.
- Ability to work effectively and in harmony with a variety of people both within the University and externally.
- Ability to work effectively in an environment in which there are multiple deadlines requiring good prioritization.
- Draft correspondence, basic communications materials and other information.
- Willingness to learn new things and ability to do so quickly, with appropriate training/guidance
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 work varied hours to accommodate events sponsored by the Global College in the evening and on the occasional weekend.
The salary range for this position will be from $43,043.00 to $60,879.00 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 [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].
