Administrative Assistant, Faculty of Arts

The University of Winnipeg is committed to excellence in post-secondary education through undergraduate and selected graduate programs, rooted in the liberal arts and culminating in degrees such as those in Arts, Business Administration, Science, Education, and Kinesiology.

This mission is fulfilled through the teaching, research, and service activities that are conducted within faculties—as is the University’s commitment to its Strategic Directions. The Faculty of Arts is the largest of the five undergraduate faculties at UWinnipeg and its work is fundamental to the carrying out of the University’s overall mission.

The Administrative Assistant a full-time continuing position that uses the most current information technology to provide organizational and administrative support to the Dean and Associate Dean of Arts and oversees record- and file-management, which enables the Deans to ensure the efficient and successful functioning of The Faculty of Arts. The Administrative Assistant also coordinates the work of important Collective Agreement-mandated committees and processes.

Responsibilities:

• Manages scheduling for the Dean and Associate Dean.
• Organizes meetings and events, contacts attendees, prepares agendas, minutes, and related materials, and arranges hospitality.
• Attends all meetings as required by the Dean and the Associate Dean and provides administrative support.
• During these meetings, listens, understands, and synthesizes a wide range of complex discussions, transferring information into meeting minutes with clarity and precision while maintaining confidentiality.
• Drafts, edits, revises, and updates a wide range of communications.
• Acts as a liaison with other institutions/universities, areas, departments, programs, and instructors.
• Organizes travel for the Dean and Associate Dean.
• Provides reception in the Deans’ Office and answers questions, schedules appointments, or refers people as necessary. 
• Responds to general enquiries in-person, and by phone, mail and e-mail.
• Responds to inquiries from department Chairs, faculty members, and staff.
• Organizes the filing and distribution of electronic personnel documents.
• Demonstrates familiarity with the Collective Agreement and applies relevant Articles when working with personnel files.
• Receives and organizes annual activity reports and evaluations for CAS members.
• Arranges for members to view their personnel files and provides copies of documents to members as necessary.
• Oversees the Collective Agreement-mandated Tenure, Promotion and Continuing Appointment Committee (TPCAC).
• Provides administrative support to faculty seeking to apply for tenure, promotion, or continuing appointment.
• Collaborates with the Dean to discuss TPCAC timelines and practices, assists the Dean in adhering to timelines and meeting deadlines.
• Collaborates with Dean and Chairs to select external referees for applicants.
• Initiates communication and corresponds with external reviewers, supplies reviewers with required materials and follows up with responses to questions and/or delays.
• Coordinates and maintains documentation and distributes to TPCAC, maintaining security and confidentiality.
• Maintains a status document to ensure that all steps are followed in a timely manner, arranges meeting times, and follows through with scheduling.
• Once the application is approved, places the recommendations TPCAC, Chair, Dean, VPA, and President in the personnel file.
• Returns all confidential documents following an unsuccessful application.
• Supports the Dean in the application process for study leave in receiving and organizing leave applications and DPC evaluations.
• Tracks leave eligibility credits for UWFA-RAS members.
• Gathers confidential information that influences the calculation of leave credits.
• Tracks ongoing changes to approved leaves.
• Advises faculty members, Chairs, and Senior Administration on research/study leaves.
• Manages the leave charts of Members who have retired or resigned.
• Provides revised leave entitlement charts to all Chairs and Department Assistants on an annual basis for distribution to faculty members.
• Provides general administrative support during the leave application process.
• Ensures leave reports are submitted to the Chair, Dean, and Vice-President Academic, as well as placed in the personnel file.
• Reconciles Visa for card holders in the Arts office and forwards statements with back-up to Financial Services monthly,
• Orders furniture, equipment, office supplies, etc.
• Provides backup support for other Faculty of Arts staff.

Qualifications:

• Degree, or equivalent program of studies with office skills training.
• Three years of directly related experience.
• Comprehensive knowledge of the flow of university processes and procedures.
• Comprehensive understanding of Manitoba laws that protect privacy.
• Advanced skills in use of MS365 programs is required.
• Ability to design, create and edit forms and templates (required). Ability to create fillable forms in Adobe (preferred).
• Effective oral and written communication skills.
• Ability to problem solve and demonstrate sound decision-making.
• Ability to handle confidential documents and to maintain strict confidentiality.
• Demonstrated ability to plan, organize, and establish work priorities and deadlines.
• Ability to work independently with minimum supervision.
• Ability to work collaboratively with others and to build good working relationships with faculty and staff.
• Ability to interpret University policies and procedures and ensure compliance with them.

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 $40,677.00 to $56,110.60 annually.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.