Office Coordinator, Global College

3 weeks ago

Winnipeg, Canada University of Winnipeg Full time

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. Global College is a doorway to the community and the world. Each year we partner with community groups and NGOs to host or co-sponsor a number of special lectures, conferences, workshops, or advocacy initiatives related to our mandate.

The **Office Coordinator is a full-time continuing position** that acts as the sole administrative support to Global College, providing support to the Executive Director, academic programs, instructors teaching courses, and institute directors.

**Responsibilities**:

- Acts as first point of contact for the Global College responding to general inquiries via phone, correspondence and in-person.
- Provides detailed program information to students and Faculty.
- Maintains office supplies, checks operability of equipment and re-orders as required.
- Opens non-confidential mail, date stamping and distributing as required, keeping track of mail that needs to be answered.
- Performs photocopy, fax, scan and courier services for the Global College.
- Establishes and maintains central filing system (electronic and paper).
- Assists program leads with scheduling courses, ensuring accurate dates, times, and room assignments.
- Schedules meetings, tracks regrets/attendance and arranges for refreshments and clean-up, attends to record, type and distribute minutes.
- Maintains the Global College mailing list.
- Regularly reviews website to ensure information is up to date.
- Assists in preparing promotional material for Global College’s events, courses, and programs (posters, postcards, social media posts).
- Compiles information on Global College activities for reports, gathers and updates enrolment data for Global College courses.
- Manages Executive Director calendars including resolving scheduling conflicts, tracking, noting and advising others of travel and away dates and booking meeting venues.
- Under the guidance of the Human Rights Program Director, provides academic advising.
- Ensures instructors are aware of deadlines for submitting textbook orders, tracks orders submitted.
- Distributes orientation information to new instructors and assists with key requisitions.
- Keeps a file of course syllabi for each academic term.
- Coordinates smaller in-house Global College events.
- Supports event coordination for events sponsored or co-sponsored by Global College, serving as liaison with other university offices.
- Assists the Director and staff of Communications in support of Global College initiatives.
- Along with Executive Director, has an active role in the selection, supervision and work assignment of student assistants.

**Qualifications**:

- Completion of High School Diploma plus post-secondary education. Degree/diploma in administrative/office skills program is an asset.
- 1-2 years of experience in providing administrative services including scheduling, creating agendas and minute-taking.
- Familiarity with University of Winnipeg procedures and policies is an asset.
- Familiarity with Global College is an asset.
- Competent in in webmail functions for meeting scheduling and tracking.
- Strong skills in Microsoft Word, Excel document preparation, editing and formatting.
- Competent in institutional software used for course timetabling and tracking (Colleague, Crystal Reports).
- Experience with digital marketing and social media platforms/campaigns, HTML or basic website management skills highly desirable.
- Experience with creating promotional materials.
- Highly effective communication skills, both verbal and written; strong social skills.
- Must have a pleasant and courteous manner to anyone who comes to Global College.
- 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.
- Willingness to learn new things and ability to do so quickly, with appropriate training/guidance.
- Able to maintain a neat and welcoming environment in the Global College open space reception and shared work area.

**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 on evenings and the occasional weekend.

Please submit a brief cover letter indicating your interest in working at Global College along with your resume.

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

**The salary range for this position will be from $36,527.40

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