Program Assistant- Office Assistant 4

4 weeks ago

Winnipeg, Canada University of Manitoba Full time

**Program Assistant
- Office Assistant 4 (AESES**)

New Budget-Funded Continuing Full-Time

35.00 hours/week Monday-Friday 8:30 am -4:30 pm

Salary Range: $23.91 - $32.56 per hour ($43,516.20 - $59,259.20)

Proposed Start Date: August 14, 2023

Trial/Probation Period: 840.00 work hours

For more information, please contact:
Melissa Balness

**Requisition No 28077**

The incumbent will be working from Fort Garry campus.

**Responsibilities**:

- Provides support to the director, deputy director, and IHP academic advisors.
- Develops and maintains strong working relationships with other staff inside the unit and with key stakeholders outside the unit.
- Drafts correspondence for the director, deputy director and manages calendars.
- Collaborates with IHP administrative staff to facilitate the logístical planning, budgeting, and delivery of promotional and student recruitment events.
- Coordinates meetings with internal and external partners.
- Independently answers questions regarding the IHP program and refers question appropriately when needed.
- Leads in the creation and updating of internal documents (forms, templates, policies, terms of reference).
- Develops complex databases/spreadsheets in collaboration with IHP director, deputy director and IHP academic advisors.
- Collaborates with academic advisors to develop, create, distribute, and collate surveys to IHP grads and alumni.
- Interprets policies, procedures and governing documents. - Maintains up-to-date knowledge of systems operations.
- Other duties as assigned within the scope of the classification.
- Assists with creating and updating program charts and electronic files for students using Aurora/Banner systems. This includes interpretation of courses and familiarity of the structure of degree programs.
- Compiles final exam data and submit it to Registrar's Office.
- Provides guidance to students regarding exams, processes, timetables, and refers to advisors when appropriate.
- Assists faculty and staff with UM Learn for HEAL courses (set up courses, data entry for exams).
- Prepares monthly account reconciliations noting errors and prepare journal entries if required.
- Posts, screens and initiates offer for IHP all positions for the program ensuring collective agreements are followed.
- Tracks and maintains up-to-date information related to job security and applicable information for CUPE sessional instructors, grader/markers and TA's.
- Tracks, manages and submits time to payroll for hourly appointments ensuring hours are within the allotted time stated for that position.
- Ensures UM financial policies and guidelines are being adhered to. - Prepares EPIC requisitions, Concur expense claims.

**Qualifications**:
MINIMUM FORMAL EDUCATION/TRAINING:

- Completion of a formal training program in a related discipline from a recognized institute is required.
- A combination of training and experience may be considered.

**EXPERIENCE**:

- Three years of administrative experience required.
- Experience in providing support that includes documentation preparation, letter drafting, calendar management, arranging of meetings and minute taking is required.
- Experience managing multiple schedules would be required.
- Knowledge of the University of Manitoba and the Rady Faculty of Health Sciences would be an asset.
- An acceptable equivalent combination of education and experience may be considered.

**SKILLS AND ABILITIES**:

- Must have the ability to work independently, organize, prioritize, take initiative and communicate effectively and with discretion.
- Ability to problem solve and learn new task quickly is required.
- Excellent verbal and written communication skills with the ability to effectively communicate with UofM staff, community, external partners and learners is required.
- Proficiency in University of Manitoba platforms
- EPIC, CONCUR, FAST and BANNER is preferred.
- Ability to adjust workload to accommodate changing priorities is required.
- Must be responsible and dependable.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

**Additional Information**:
**Salary**: From $23.91 per hour

**Benefits**:

- Dental care
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Winnipeg, MB R3T 2N2: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 3 years (preferred)
- Administrative: 3 years (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: In person

Application deadline: 2023-08-08

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