Academic Office Assistant, English Language Program

5 months ago

Winnipeg, Canada University of Winnipeg Full time

UWinnipeg's English Language Program (ELP) delivers high quality programming to international and domestic students seeking to enhance their English proficiency.

The **Academic Office Assistant is a full-time continuing role** that will assist in the administrative duties of the full-time English Language Program, and the short-term and customised English Language Program during peak times.

**Responsibilities**:

- Performs receptionist duties including receiving, screening, and directing calls and visitors, taking messages, making appointments.
- Arranges facilities for meetings and special seminars; arranges meetings; prepares and distributes notices, agendas, and related materials; attends meetings; takes, writes up, and distributes meeting notes or minutes.
- Word processes and proofreads documents.
- Maintains student, instructor, and course information files/records.
- Performs routine data compilation for the preparation of reports, data processing and/or word processing.
- Operates standard office equipment.
- Processes incoming and prepares outgoing mail and arranges for couriers.
- Provides support to the Program Coordinators and Director in the planning and delivery of courses and other student services.
- Maintains and updates electronic records related to academic program.
- Assists coordinators by generating paperwork around student placement.
- Exports/creates and maintains all attendance sheets, based on Nexus information, and maintains student attendance database.
- Creates and posts room assignments by class for students.
- Enters biweekly attendance reports and generates attendance letters at the request of program coordinator.
- Generates student profiles.
- Updates tracking files.
- Prepares and collates program evaluations twice each term.
- Assists in maintenance of core course textbook and resource library.
- Generates and distributes Official Versant Test requests and reports.
- Arranges room bookings through appropriate channels, as requested.
- Assists with room assignments for instructors at beginning of each term.
- Assists coordinator with organizing and conducting program orientations sessions for instructors and students.
- Attends and assists at orientation sessions and staff meetings.
- Generates and distributes templates for midterm reports.
- Prepares midterm reports for instructors under supervision of program coordinator.
- Generates Student and Instructor Calendar for beginning of each term.
- Prepares registration forms and waivers for placement testing.
- Maintains and operates placement test platform.
- Attends and assists in programming events such as End-of-Term celebration.
- Communicates administrative information to the instructional staff orally and in writing.
- Keeps program coordinator apprised of any major issues related to students or instructors.
- Maintains scheduled office hours for student and staff contact.

**Qualifications**:

- High school completion with office skills training or experience.
- Undergraduate degree completed or in progress an asset.
- Four years directly related experience.
- Customer service experience.
- International and/or multicultural work experience considered an asset.
- Experience in an ESL/EAL environment considered an asset.
- Excellent organizational skills.
- Excellent written and oral communication skills.
- Ability to organize and prioritize routine secretarial/clerical functions.
- Excellent interpersonal, negotiating, and conflict resolution skills.
- Well developed awareness and sensitivity to cultural differences and expectations.
- Proven sensitivity to the experiences and needs of second language learners.
- Familiarity with UW policies and procedures as they relate to international students.
- Familiarity with language proficiency testing and reporting considered an asset.
- Familiarity with student evaluation platforms considered an asset.
- Familiarity with educational settings, instructor and student needs considered an asset.
- Ability to work to deadlines and under moderate pressure.
- Ability to work in an unsupervised environment, and to work effectively on team-based projects.
- Ability to work and communicate in a cross-cultural work environment.
- Ability to follow oral and written instructions and procedures.
- Ability to communicate in a second language represented in ELP student body considered an asset (eg. Spanish, French, Japanese, Mandarin Chinese, Arabic, Korean).

**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 adjust working hours to meet operational requirements (variable start and finish times, occasional weekends, etc.)

**The salary range for this position will be from $**37,073.40** to $**51,178.40** annually.**

**Note**:The work described in this posting will be conducted in-person.

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