Administrative Officer, Registrar's Office

4 months ago

Winnipeg, Canada Manitoba Institute of Trades and Technology Full time

NATIONAL OCCUPATION CODE 13100

POSITION TYPE FULL-TIME, 35 HOURS/WEEK

Reporting to the Registrar, the Administrative Officer is responsible for providing comprehensive administrative support to the Registrar and the Registrar’s Office, the Administrative Officer works with considerable independence, initiating, communicating, and coordinating effectively on complex activities including convocation responsibilities and the administrative appeals process. The Administrative Officer understands and is committed to the student experience, the integrity of applicant and student records, and has a thorough knowledge of institute policies and procedures. The incumbent has well developed interpersonal and critical thinking skills and exercises considerable initiative and judgment independently in support of the efficient operation of the Registrar’s Office.

Responsibilities include but are not limited to:

Convocation

Under the direction of the Registrar, provides dedicated support for convocation, including coordinating staff participation, faculty and platform gowning and other logistics. Issues invitations, tracks participation and handles communications for a large number of staff volunteering for convocation roles. Establishes communications and selection cycle for staff participation, maintains training materials and other documentation for convocation roles and coordination of tasks, assists in staff training as needed. Establishes communications cycle and content for faculty and staff gowning; communicates with faculty and staff directly regarding gowning requirements; liaises with the Executive Assistant to the President for platform party gowning; tracks gown requirements and liaises with MITT’s vendor to ensure gown order is accurate; supports reconciliation of vendor invoice for gown order. Monitors numerous complex spreadsheets, documents, and processes used in the convocation cycle, regularly updating the Registrar and convocation working group. Attends all convocation meetings and prepares agendas and meeting notes. Assists with proofing convocation materials including the convocation program as needed. Attends convocation and takes an active role in supporting convocation ceremony activities as required. Other convocation duties as assigned by the Registrar.

Student Administrative Appeals

Gathers, compiles and analyses information related to student appeals to provide to the Registrar for the adjudication process. Responds to inquiries from students, staff and faculty in relation to the appeal process, status or interpretation of policy. This may require an analysis of individual appeal situations in relation to how MITT policies and procedures are applied. Proofs and sends response letters for appeals on behalf of the Registrar. Ensures appeals and complaints are accurately documented, tracked and reported. Exercises confidentiality and discretion in communicating information to faculty, students, staff and the public; handles applicant, student and alumni records and files, actions/decisions, grades and other details, ensuring compliance with MITT privacy policy.

Administrative Support to the Registrar

Assists with the registrar’s calendar and meeting scheduling, prioritizes appointments and resolves scheduling conflicts. Provides support to committees or working groups chaired by the Registrar and others as required; arranges meeting facilities, coordinates logistics, prepares and distributes materials as needed, takes and distributes minutes. Supports the Registrar’s Office financial management; reconciles, compiles and submits credit card statements, invoices, monthly expenses, travel and mileage as required. Liaises with the Academic Support Officer, Executive Assistants and other administrative staff to facilitate inter-departmental activities and communication. Maintains complex electronic and paper filing systems; organizes new filing systems as needed, creates files and records; purges files, determines other forms of storage or destroys files as required; retrieves files and documents as needed. Occasionally makes travel arrangements for the registrar independently or through a travel agent; books flights, hotels, and car rentals; compiles itineraries and agendas; arranges necessary approvals, cash in advance, etc. per MITT policy. Performs routine office management responsibilities as required; assists in maintaining a tidy, efficient, and productive office; maintains office equipment in working condition and arranges for repairs or services if required; provides coverage during holidays/leaves of administrative staff. Promotes a positive image of the Registrar’s Office; handles all inquiries within the capacity of the Administrative Assistant, resolves problems or refers inquiries or problems to the appropriate individual, department or office; follows up to determine status of the inquiry and/or satisfaction of the inquirer as needed.

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). 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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