Office Assistant, Department of English term

2 weeks ago

Winnipeg, Canada University of Winnipeg Full time

**This is an 18 month term position**

**Responsibilities**:

- Closely monitors, analyses and reports on department enrollments from statistics gathered from internal reports, self-generated reports; flags low enrollments and waitlisted courses and proposes solutions to optimize enrollments.
- Updates, proofreads, and distributes department information to several areas including University Departments and administrators.
- Responsible for timetabling all courses and registering students.
- Updates website and prepares promotional material for Faculty and Students.
- Attends multiple department, university, and committee meetings as recording secretary or departmental representative and takes minutes as required.
- Provides administrative support on a number of Departmental Committees and supports committee members and their Chairs.
- Initiates communication with the First-Year-Chair to organize events. Solely responsible for creating and providing distribution materials, setting up the booth, initiating a call for volunteers to work the booth, and ensuring that student volunteers are paid honorariums.
- Directly assists the General Programs Chair and students in their requests to have Major and Minor Declaration forms signed, transfer credits assessed, and permission and prerequisite waivers signed.
- Works directly with the Honours Chair in scheduling and organizing events for the Honours Program; in particular the MA Workshop. Provides the Honours Chair with stats and data regarding the Honours Program. Prepares Honours Program promotional material for faculty and students.
- Responsible for all aspects of the Timetabling process which includes, working with the Chair to plan all course offerings for the upcoming academic year, prepares a draft timetable from teaching preferences submitted by Faculty Members. Analyses, balances, and coordinates both undergraduate and graduate course offerings. Creates and finalizes the timetable in preparation for entry into Colleague. Inputs, proofreads, edits, and verifies all Timetable information in Colleague. Alters course caps and reschedules courses as needed to accommodate room requests. Follows up with other departments regarding an extensive roster of cross-listings. Updates timetable as required throughout the year.
- Manages, prepares, proofreads and updates all items on the English Department Website.
- Takes note of faculty absences and ensures that classes are covered, cancelled, and/or rescheduled.
- Collects, prepares, formats, and submits exams by established deadlines. Advises students and faculty on exam procedures, and provides or arranges for invigilation when required.
- Coordinates faculty office moves with Physical Plant. Provides access to offices for service calls and cleaning. Completes and signs key requisitions.
- Has full discretion for the disbursement of $15,000 in the department budget; Reviews the budget and notifies the Department Chair and Committee Members of allocations; Creates revenue/expense Budget for the upcoming year; Analyses the data and makes projections for the annual budget expenses.
- Using Prophix, responsible for overseeing all departmental budget lines.
- Reconciles monthly/yearly department expenses and reports any discrepancies to the Department Chair and financial services.
- Signing authority on office supplies, PSAC Markers, juice journal employees, and printing.
- Responsible for all aspects of payroll for PSAC Markers and juice journal employees
- Reconciles department payroll with budget sheets; anticipates, tracks, and allocates funds from outside sources. Prepares accruals at year end.
- Provides support for all aspects of Contract Academic Staff Member hiring process including: completing and submitting job advertisements and hiring recommendations to Dean’s Office; providing orientation for new RAS and CAS Members including requesting new electronic accounts, allocating office space, and authorizing keys, phones, and computers; provides training with regards to course outline requirements, exam preparation and guidelines, and grade submission process.
- Communicates and clarifies University and department policies and procedures including contractual process and obligations, collective agreement matters.
- Prepares, distributes, and ensures completion of all employment forms and contracts for new hires/
- Coordinates the hiring, training, and administering of all PSAC Markers.
- Provides general student advising and. refers students to General Programs Chair for specialized academic advising when necessary.
- Coordinates the departmental summer advising schedule including initiating the call for volunteers, creating and distributing the advising schedule, and researching and compiling all current advising materials.
- Creates, prepares, and distributes recruitment information inviting students to major in English or enter the Honours Program or Cultural Studies Program.
- Designs, creates, and writes pub

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