Office Assistant

Position Title: Office Assistant 5 (Office Assistant - Office Assistant 5 (AESES) - Requisition No 36995)

Employment Type: Full-Time, Continuing

Location: Winnipeg, MB

Proposed Start Date: February 10, 2025

Work Hours: Monday to Friday, 8:30 am – 4:30 pm (35 hours/week)

About the Role

We are seeking a highly organized and proactive Office Assistant to support the administration of graduate programs within our department. This is a key role that requires exceptional communication skills, attention to detail, and the ability to manage multiple priorities effectively. You will serve as a vital resource for students, faculty, and staff, ensuring a seamless experience for all stakeholders involved in our graduate programs.

Key Responsibilities

Graduate Program Administration

• Oversee the administration of graduate programs, ensuring compliance with Faculty of Graduate Studies (FGS) and departmental policies.
• Provide guidance to students regarding academic requirements, registration, and available campus resources.
• Coordinate and process graduate program forms, applications, and re-registration requirements.
• Organize and schedule M.Sc. thesis defenses and Ph.D. oral examinations while adhering to policies.
• Maintain and update graduate student records and databases.

Admissions and Scholarships

• Assess applications for eligibility and advise on admission decisions in consultation with the Graduate Chair.
• Communicate with prospective and accepted students, providing necessary documentation and guidance.
• Advertise, receive, and process scholarship applications, including GPA calculations and committee coordination.

HR and Payroll Support

• Administer graduate student stipends, payroll, and employment-related paperwork in the HRIS system.
• Post, monitor, and manage Teaching Assistant (TA) and Grader/Marker (GM) positions.
• Provide support to instructors, TAs, and GMs regarding employment and payroll concerns.

Exams and Course Coordination

• Coordinate student rating of instructors (SRIs) and final examination schedules.
• Schedule deferred exams and assist with grade submission processes.
• Manage course outlines and seminar notices for undergraduate and graduate programs.

General Administrative Support

• Prepare department reports, schedules, and correspondence.
• Maintain records for adjunct professor appointments and provide updates to FGS.
• Serve as a resource for departmental members, assisting with inquiries and resolving issues.
• Perform additional administrative tasks as assigned.

Qualifications

Education and Experience

• Completion of a formal training program in a related discipline is required.
• Minimum of 4 years of administrative experience, preferably in a university setting.
• Familiarity with graduate program requirements and university policies is an asset.

Skills and Competencies

• Proficiency in Microsoft Office Suite, Adobe Pro, and database systems (e.g., Aurora, VIP, EPIC).
• Strong organizational, time-management, and problem-solving abilities.
• Exceptional attention to detail and a proven ability to prioritize tasks.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

Preferred Qualifications

• Experience with academic systems such as Hobson, Banner, and Reddot is highly desirable.
• Knowledge of technical or scientific terminology related to graduate programs is an advantage.