Department Assistant, Department of Criminal Justice

7 months ago

Winnipeg, Canada University of Winnipeg Full time

The Criminal Justice department at The University of Winnipeg focuses on the study of social responses to lawbreaking and transgression, including different dimensions of the police, courts, corrections. Criminal Justice is an interdisciplinary social science degree that provides students with a strong grounding in critical thinking, writing, and research skills.

**Responsibilities**:

- Manages all administrative functions for the department, provides support to the Chair in a wide variety of areas.
- Ensures that the mailroom, research rooms and open areas are kept clean and places calls for repairs if needed.
- Responsible for maintaining the department’s electronic files.
- Responsible for running various reports to assist the Department Chair.
- Responsible for maintaining departmental records including correspondence, reports, courses and program related material.
- Monitors and analyses enrolment trends, makes recommendations to optimize enrolments.
- Coordinates with the Departmental Personnel Committee (DPC) on all aspects of the annual activity reports for fulltime faculty and Contract Academic Staff (CAS), hiring and other personnel matters in compliance with deadlines and specifications contained in the University of Winnipeg Faculty Association (UWFA) Collective Agreement.
- Types confidential and other correspondence including departmental records.
- Sends information to the Dean’s office for the employment posting of CAS and stipendiary positions, completes hiring forms, retaining copies for office files.
- Provides support to the DPC in all aspects of the faculty hiring process.
- Provides administrative support to the Criminal Justice Master’s Chair.
- Provides administrative support and guidance to new faculty members.
- Collaborates with the Department Review Committee (DRC) chair to establish department deadlines for submission of course outlines, final grades and exams.
- Responsible for administrative work surrounding the Curriculum process.
- Clarifies exam procedures for students, arranges for invigilation, and arranges for student viewing and secure storage of exams.
- Ensures that final grades are submitted for the department files.
- Ensures all course outlines are submitted to the DRC for approval and copies are retained.
- Reminds faculty members of deadlines for textbook ordering and works with bookstore to ensure that textbooks come in on time.
- Notifies department members of meetings, events and upcoming deadlines, books department meetings, prepares and distributes agendas and related material, attends meetings as minute-taker and submits draft minutes before distribution.
- Responsible for providing accurate information on all aspects of the department and University to faculty, staff, students, other institutions and the public.
- Explains departmental and UW policies and procedures and provides information to students and the general public on course offerings.
- Assists faculty, staff and authorized students with completing key requisitions.
- Responsible for maintaining the departmental website.
- Co-ordinate the set-up of new office space or office moves.
- Responsible for tracking the AESES monthly attendance report.
- Co-ordinates with the chair to create and distribute a summer advising schedule.
- Collaborates with the chair or department designate to organize events, including but not limited to travel arrangements, catering, advertising, and processing all financial documents.
- Attends the Academic Department Administrative Group’s (ADAG) monthly meetings.
- Collaborates on creating the yearly spring, fall, fall/winter, and winter timetable each academic year and attends annual training for timetable entry.
- Responsible for running reports pertaining to timetable.
- Responsible for liaising with Scheduling Office regarding course issues, updates and amendments.
- Responsible for entering the approved undergrad and grad timetable information into Colleague.
- Responsible for the office supply account, and the Marker/Demo/TA/Tutor accounts.
- Forecasts the budget in Prophix system, responsible for keeping track of all department budget lines and reconciling monthly/yearly department budgets.
- Manages department credit card; responsible for monthly reconciliation.
- Coordinate the processing of all financial documents, ensures documentation is retained in the department files from year to year.
- Provides information to prospective, undergrad and grad students on procedures, deadlines, department policies and course offerings.
- Acts as the department liaison during registration periods, assisting students with registration procedures and completing forms.
- Assists the department student association, coordinates student volunteers for events.
- Responsible for the distribution of Teaching Assistant hours to faculty members as per the department budget and the enrolment of the course.
- Responsible for drafting ads and advertising of Marker/Demonstrator

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