Job Description
The University of Winnipeg, located in the heart of Treaty One Territory and the traditional homelands of the Métis Nation, is an urban, primarily undergraduate institution. The Faculty of Education offers a five-year integrated Bachelor of Education (BEd) program, a two-year after-degree BEd program, a BA in Developmental Studies, a Post-Baccalaureate Diploma in Education (PBDE) for in-service teachers, a graduate program in Marriage and Family Therapy, and Access Education Programs.
The Administrative Assistant is a full-time continuing position within the Faculty of Education responsible for providing direct administrative support to the Dean, Associate Dean, Director of Undergraduate Teacher Education, and Faculty. This involves a variety of duties related to general administrative functions, correspondence, reporting, and committee work. The successful candidate will be involved in all aspects of program administration and will be an integral part of Faculty of Education operations.
Responsibilities:
Independently responds to inquiries by phone and e-mail, triages e-mails in the general e-mail account for the Dean’s office.
Provides administrative support to the offices of the Deans
Maintains comprehensive knowledge of university policy and procedures including UWFA collective agreements.
Updates Faculty of Education policies and procedural documentation annually, recommends changes.
Manages the Dean’s outlook calendars, organizes and sets up meetings for the Dean and Associate Dean, and for meetings related to the Dean’s Office, prioritizing sensitive matters.
Ensures personnel files are up to date according to the UWFA collective agreements.
Organizes and maintains the Dean’s Office shared folders.
Completes reconciliation of the Dean’s office credit card account
Prepares payment vouchers, travel claims and other financial documents
Oversees the Faculty of Education TPDA allowances for faculty and maintains accurate records.
Provides information to faculty, contract academic staff, and students on university operations and procedures.
Facilitates onboarding for new faculty, ensuring requisitions for keys, emails, network, and office resources are completed.
Creates monthly Faculty newsletter.
Maintains working knowledge of program requirements across all units.
Provides back-up to other positions in the area as required or assigned.
Provides administrative support to the Chair of the Department Personnel Committee.
Supports Academic Search committees as needed.
Assists with the Tenure and Promotion process for faculty members.
Prepares, edits, and develops correspondence on behalf of the Dean’s office including drafts of e-mails and reports.
Acts as recording secretary for meetings/discussions.
Sends out confidential correspondence on behalf of the Dean which involves handling confidential information/documentation.
Updates the Deans on upcoming events and deadlines.
Responsible for planning, coordinating, and executing a wide range of events.
Works collaboratively with faculty, staff, students, and external partners to ensure events and projects are delivered on time, within budget, and in alignment with university goals and policies.
Develop, track and maintain detailed project plans, timelines and milestones for multiple concurrent events and projects.
Manage event and project financial reconciliation.
Oversee venue reservations, logistics, and campus resources.
Coordinate marketing and communications for events and projects.
Manage vendor and guest relations.
Oversee registration to maintain accurate records and reports.
Conduct post-event and post-project assessments, analyse feedback, and prepare reports to inform continuous improvement.
Qualifications:
An undergraduate degree with two years of directly related administrative experience (BEd would be highly desired).
Knowledge of university regulations, programs, and policies is essential.
Experience working within a unionized environment is an asset.
Demonstrated knowledge of program requirements within all units of the Faculty of Education, experience within the Faculty of Education is an asset.
Demonstrated knowledge of and familiarity with the field of education is an asset.
Experience planning events is an asset.
Project management experience is an asset.
Excellent working knowledge of Microsoft 365 including Outlook, Word, Excel and PowerPoint applications.
Strong working knowledge of Canva, Office 365, Envoke, and Adobe is an asset.
Ability to summarize and visually represent workflows, processes and concepts to enhance team understanding and collaboration.
Must have effective oral and written communication and interpersonal skills.
Excellent organizational and time management skills.
Able to problem solve, make decisions and recommendations.
Ability to exhibit maturity when responding to inquiries.
Ability to gather and organize information into useful and explanatory formats.
Must be able to work independently and establish and maintain working relationships with students, staff, and the public.
Must be able to make independent judgments and manage several tasks at one time.
Must be able to plan, organize and coordinate administrative duties to ensure completion within estimated deadlines.
Demonstrate self-motivation and initiative.
Demonstrate the ability to work with all levels of internal and external contacts.
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 $48,648.60 to $68,741.40 annually.
Note: The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.
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.
The Administrative Assistant is a full-time continuing position within the Faculty of Education responsible for providing direct administrative support to the Dean, Associate Dean, Director of Undergraduate Teacher Education, and Faculty. This involves a variety of duties related to general administrative functions, correspondence, reporting, and committee work. The successful candidate will be involved in all aspects of program administration and will be an integral part of Faculty of Education operations.
Responsibilities:
Independently responds to inquiries by phone and e-mail, triages e-mails in the general e-mail account for the Dean’s office.
Provides administrative support to the offices of the Deans
Maintains comprehensive knowledge of university policy and procedures including UWFA collective agreements.
Updates Faculty of Education policies and procedural documentation annually, recommends changes.
Manages the Dean’s outlook calendars, organizes and sets up meetings for the Dean and Associate Dean, and for meetings related to the Dean’s Office, prioritizing sensitive matters.
Ensures personnel files are up to date according to the UWFA collective agreements.
Organizes and maintains the Dean’s Office shared folders.
Completes reconciliation of the Dean’s office credit card account
Prepares payment vouchers, travel claims and other financial documents
Oversees the Faculty of Education TPDA allowances for faculty and maintains accurate records.
Provides information to faculty, contract academic staff, and students on university operations and procedures.
Facilitates onboarding for new faculty, ensuring requisitions for keys, emails, network, and office resources are completed.
Creates monthly Faculty newsletter.
Maintains working knowledge of program requirements across all units.
Provides back-up to other positions in the area as required or assigned.
Provides administrative support to the Chair of the Department Personnel Committee.
Supports Academic Search committees as needed.
Assists with the Tenure and Promotion process for faculty members.
Prepares, edits, and develops correspondence on behalf of the Dean’s office including drafts of e-mails and reports.
Acts as recording secretary for meetings/discussions.
Sends out confidential correspondence on behalf of the Dean which involves handling confidential information/documentation.
Updates the Deans on upcoming events and deadlines.
Responsible for planning, coordinating, and executing a wide range of events.
Works collaboratively with faculty, staff, students, and external partners to ensure events and projects are delivered on time, within budget, and in alignment with university goals and policies.
Develop, track and maintain detailed project plans, timelines and milestones for multiple concurrent events and projects.
Manage event and project financial reconciliation.
Oversee venue reservations, logistics, and campus resources.
Coordinate marketing and communications for events and projects.
Manage vendor and guest relations.
Oversee registration to maintain accurate records and reports.
Conduct post-event and post-project assessments, analyse feedback, and prepare reports to inform continuous improvement.
Qualifications:
An undergraduate degree with two years of directly related administrative experience (BEd would be highly desired).
Knowledge of university regulations, programs, and policies is essential.
Experience working within a unionized environment is an asset.
Demonstrated knowledge of program requirements within all units of the Faculty of Education, experience within the Faculty of Education is an asset.
Demonstrated knowledge of and familiarity with the field of education is an asset.
Experience planning events is an asset.
Project management experience is an asset.
Excellent working knowledge of Microsoft 365 including Outlook, Word, Excel and PowerPoint applications.
Strong working knowledge of Canva, Office 365, Envoke, and Adobe is an asset.
Ability to summarize and visually represent workflows, processes and concepts to enhance team understanding and collaboration.
Must have effective oral and written communication and interpersonal skills.
Excellent organizational and time management skills.
Able to problem solve, make decisions and recommendations.
Ability to exhibit maturity when responding to inquiries.
Ability to gather and organize information into useful and explanatory formats.
Must be able to work independently and establish and maintain working relationships with students, staff, and the public.
Must be able to make independent judgments and manage several tasks at one time.
Must be able to plan, organize and coordinate administrative duties to ensure completion within estimated deadlines.
Demonstrate self-motivation and initiative.
Demonstrate the ability to work with all levels of internal and external contacts.
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 $48,648.60 to $68,741.40 annually.
Note: The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.
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.
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Assistant - Dean's Office, Faculty of Education position is now open for candidates interested in the Back Office Jobs sector. This role in Winnipeg offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Back Office Jobs is a plus.