Department Assistant, Psychology term

**This is a 3-month term position**

**Responsibilities**:

- Provides reception and clear verbal and/or written information to students, prospective students, faculty, staff, and the public,
- Screens inquiries and prioritizes requests, redirecting to appropriate channels.
- Liaises with faculty, students, and other university departments and areas regarding Psychology operations.
- Provides initial advising, refers students to faculty advisors and/or the Certificate in Applied Psychology Coordinator.
- Coordinates the Major and Honours advising schedules.
- Administers the departmental website and social media pages.
- Designs, creates, edits, formats, prints, and distributes promotional materials.
- Composes correspondence and form letters, responds to routine requests whenever possible.
- Provides advanced proofreading and/or editing, and formatting services for departmental materials.
- Organizes and maintains the Department’s bulletin boards.
- Maintains the Faculty, Students’, and Alumni research bulletin boards and updates these boards annually or as needed.
- Attends Department meetings, takes and transcribes minutes, proofreads, edits, and distributes minutes.
- Plans and organizes the non-academic aspects of the annual Prairie Undergraduate Research Conference and Colloquium.
- Assists with the planning of other departmental events.
- Generates and distributes class rosters, wait lists, enrollments, grade rosters, student academic records using UWinnipeg student information systems.
- Maintains the departmental LISTSERV by adding or deleting subscribers.
- Sorts and distributes daily incoming mail; arranges for courier pick-ups.
- Maintains strict confidentiality in executing job responsibilities.
- Coordinates all general office activities and functions.
- Manages departmental records in accordance UWinnipeg regulations.
- Implements, maintains and monitors room booking schedules.
- Books space for meetings, events, and make-up tests/examinations, arranges catering services, opens, tidies and, and secures facilities after events, provides hospitality service during events.
- Coordinates faculty office moves with Facilities.
- Monitors and maintains sufficient supply levels of office supplies, forms, test materials, and departmental and UWinnipeg stationary; maintains the functioning of Office facilities and equipment, solves any mechanical problems with copier/printer or makes service calls when necessary.
- Trains new and current faculty, Contract Academic Staff, Research Support and Academic Support on the use of automated office equipment.
- Maintains the physical inventory and electronic database of the Department’s psychological tests and Honours theses.
- Collects payment for departmental courses’ booklets or notes; records, secures, and submits the funds appropriately.
- Detects and investigates internal security problems, and recommends solutions or refers the issues to the Chair and/or Security.
- Collects and date-stamps individual assignments from students for professors and distributes marked assignments to students.
- Other duties as assigned.

**Qualifications**:

- Completion of High School or equivalent program of studies with office skills training.
- An undergraduate degree would be desirable.
- Three (3) years of directly related clerical and administrative experience in an academic context.
- Working knowledge of University of Winnipeg’s regulations, policies, procedures, standards and systems is considered an asset.
- Demonstrated excellent skills to communicate and interact courteously, tactfully, diplomatically, and effectively with all levels of internal and external contacts.
- Demonstrated effective English language compositional skills for writing correspondence, documents, forms, templates, and website posts.
- Ability to create/design and/or edit images using graphic design software for use in promotional and informational materials.
- Ability to interpret Department-specific policies, procedures, guidelines, regulations, deadlines, and ensure compliance with them.
- Demonstrated organizational and time-management skills.
- Ability to work with limited supervision and perform duties independently.
- Ability to make sound, independent judgements where no precedence exists, possess strong decision-making and problem-solving skills, and be able to provide superior service.
- Ability to handle sensitive matters as well as maintain strict confidentiality.
- Ability to process a large number of requests with speed, accuracy, and attention to detail in order to meet strict deadlines in an environment of constant interruption.

**An equivalent combination of education, experience, skills, knowledge and abilities may be considered.**

**Condition(s) of Employment**:

- Must be legally entitled to work in Canada.

**The salary range for this position will be from $22.35 to $30.83 hourly.