Department Assistant

4 months ago

Winnipeg, Canada University of Winnipeg Full time

The **Department Assistant (Developmental Studies/Education) is a full-time continuing** position providing administrative support to the Developmental Studies and Education programs. This involves a variety of duties in the areas of staffing, budgeting, course scheduling and other projects as assigned. The incumbent must know the overall flow of university processes and procedures (i.e., grading, curriculum, staffing, budgeting) and ensure all processes are completed in a timely fashion and all deadlines are met.

**Responsibilities**:

- Has comprehensive knowledge of overall flow of university processes and procedures, and ensures all deadlines are met.
- Responsible for ensuring all course outlines are vetted by the DRC and that copies of all course outlines are retained and filed.
- Ensures all final grades are entered on time, and a copy of the final grade breakdown has been submitted to the Dean’s office.
- Ensures all final exam information is submitted.
- Coordinate the process of hiring Markers, enters hours for each marker and track hours via spreadsheet.
- Administrative support for the Faculty of Education standing committees, advisory committees and working groups as requested.
- Coordinates and manages recruitment activities.
- Acts as the recording secretary for meetings/discussions.
- Acts as a liaison with other institutions/universities, areas, departments, programs as required.
- Prepares preliminary drafts of reports.
- Compiles data related to enrolment and graduation rate of students.
- Responsible for maintaining written materials related to Developmental Studies.
- Maintains the Developmental Studies webpage, responsible for planning social media campaigns for the program.
- Responsible for maintaining an accurate student database.
- Working knowledge of financial services policies and procedures, updates the Director of Developmental Studies as changes occur.
- Performs research to prepare accurate estimates and budgets.
- In consultation with the Director, determines the annual budget for the next academic year and enters the budget into Prophix software.
- Identifies budgetary trends and makes recommendations.
- Reconciles general ledger by ensuring payments are posted to appropriate accounts, troubleshoots discrepancies and inaccuracies.
- Controls budget spending by monitoring and ensuring there is no overspending
- Liaises with Financial Services to solve budgetary issues.
- Reconciliation of credit card accounts for Chair of Developmental Studies.
- Responsible for purchase requests for Developmental Studies.
- In consultation with the Director of Developmental Studies, determines courses to be offered for the upcoming academic year; enters courses into Colleague software and ensure data entered is accurate.
- Responsible for determining space and material needs for the Developmental Studies program.
- Liaise with departments in the university who participate in the Developmental Studies program to determine course offerings and scheduling.
- Communicates with faculty, staff, and external partners regarding timelines, processes, and updates.
- Liaise with internal department with respect to scheduling, billing, and/or registration issues.
- Communicates updates to timetables and schedules to stakeholders.
- Troubleshoots solutions to conflicting requests and needs.
- Responsible for submitting job postings for Contract Academic Staff, and for overseeing processing of contracts and payroll information for contract faculty.
- Responsible for tracking eligibility for Right of First Refusal for contract faculty in Developmental Studies as set out in the CAS-UWFA collective agreement.
- Liaise with other support staff in the Faculty of Education to organize annual Contract Academic Staff orientation session.
- Provide information to contract academic staff and students on various aspects of university operations and procedures.

**Qualifications**:

- High school completion or equivalent program of studies with office skills training
- Previous work experience in a university setting an asset.
- 1-4 years directly related office experience.
- Knowledge of university regulations, programs, and policies essential.
- Demonstrated knowledge of Education and Developmental Studies programs, regulations, and policies.
- Demonstrated knowledge of and familiarity with the field of Education a definite asset.
- Must have effective oral and written communication and interpersonal skills.
- Good organizational and time management skills.
- Able to problem solve, make decisions and recommendations.
- Ability to exhibit maturity when responding to inquiries.
- Ability to gather and organize information into useful and explanatory formats.
- Problem solving, organizational ability and assessment skills required.
- Must be able to work independently and establish and maintain working relationships with others.
- Must be able to make independent judgments and manage several tasks at one time.
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