Administrative Officer

1 month ago

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

Job Title: Administrative Officer

Job Summary: We are seeking an experienced Administrative Officer to provide comprehensive administrative support to the Registrar and the Registrar's Office at the Manitoba Institute of Trades and Technology.

Key Responsibilities:

Convocation:

  • 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.
  • Monitor complex spreadsheets, documents, and processes used in the convocation cycle.
  • Attend convocation meetings, prepare agendas, and take meeting notes.
  • Assist with proofing convocation materials, including the convocation program.
  • Attend convocation and take an active role in supporting convocation ceremony activities.

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, compile, and submit credit card statements, invoices, monthly expenses, travel, and mileage as required.
  • Liaise with the Academic Support Officer, Executive Assistants, and other administrative staff to facilitate inter-departmental activities and communication.
  • Maintain complex electronic and paper filing systems, organize new filing systems as needed, create files and records, purge files, determine other forms of storage or destroy files as required, and retrieve files and documents as needed.
  • Occasionally make travel arrangements for the Registrar independently or through a travel agent.

Required Qualifications and Experience:

  • A combination of related education and experience may be considered.
  • A minimum of five years progressively responsible administrative and/or clerical experience.
  • Advanced experience with Microsoft Outlook, Word, Excel, PowerPoint, and other software, such as Adobe and One Note.
  • Familiarity with online video streaming and conference applications (i.e., Teams, Zoom) is preferred.

Preferred Qualifications and Experience:

  • Experience providing administrative support in a post-secondary environment is preferred.
  • Experience with student information systems and other educational software is an asset.
  • Experience providing administrative support to senior-level managers or executives is an asset.

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