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Administrative Officer, Registrar's Office

2 months ago

Winnipeg, Manitoba, Canada Manitoba Institute of Trades and Technology Full time

Job Summary

The Manitoba Institute of Trades and Technology is seeking an experienced Administrative Officer to provide comprehensive administrative support to the Registrar and the Registrar's Office. This is a key role that requires a high level of independence, initiative, and judgment to support the efficient operation of the Registrar's Office.

Key Responsibilities

  • Convocation Support
    • Coordinate staff participation, faculty and platform gowning, and other logistics for convocation events.
    • Issue invitations, track participation, and handle communications for staff volunteering for convocation roles.
    • Establish communications and selection cycles for staff participation, maintain training materials, and coordinate tasks.
    • Support reconciliation of vendor invoices for gown orders.
    • Monitor complex spreadsheets, documents, and processes used in the convocation cycle.
    • Attend convocation meetings, prepare agendas, and take meeting notes.
  • Student Administrative Appeals
    • Gather, compile, and analyze information related to student appeals for the Registrar's adjudication process.
    • Respond to inquiries from students, staff, and faculty regarding the appeal process, status, or interpretation of policy.
    • Proof and send response letters for appeals on behalf of the Registrar.
    • Ensure appeals and complaints are accurately documented, tracked, and reported.
  • Administrative Support to the Registrar
    • Assist with the Registrar's calendar and meeting scheduling, prioritize appointments, and resolve scheduling conflicts.
    • Provide support to committees or working groups chaired by the Registrar and others as required.
    • Support the Registrar's Office financial management, reconcile credit card statements, invoices, and expenses.
    • Liaise with Academic Support Officers, Executive Assistants, and other administrative staff to facilitate inter-departmental activities and communication.
    • Maintain complex electronic and paper filing systems, organize new filing systems, and retrieve files as needed.

Required Qualifications and Experience

  • A minimum of five years of progressively responsible administrative and/or clerical experience.
  • Advanced experience with Microsoft Outlook, Word, Excel, PowerPoint, and other software, such as Adobe and OneNote.
  • Familiarity with online video streaming and conference applications, such as Teams and Zoom.