Programs Assistant and Advisor, Faculty of Education

at  University of Winnipeg

The Faculty of Education at the University of Winnipeg is hiring a full-time continuing Programs Assistant and Advisor to support the Post-Baccalaureate Diploma in Education (PBDE) program, a year-round program for in-service teachers. The successful candidate will act as the first point of contact for the PBDE program and other projects and programming within the faculty. They will be responsible for advising all PBDE students (currently approximately 485) across the suite of PBDE programs.

QUALIFICATIONS:

• High school completion with office skills and completion of formal training program in office skills from a recognized institution.
• University degree in a related discipline would be an asset.
• At least 4 years directly related office experience.
• Knowledge of University regulations, programs, policies an asset.
• Familiarity with the Faculty of Education required
• Ability to exhibit maturity when responding to enquiries, good work ethic, and sound judgement.
• Knowledge of Microsoft Office.
• Must be able to plan, organize, and coordinate administrative work activities.
• Knowledge of university processes and procedures with respect to course creation and delivery, admission, registration, etc.
• Knowledge of Faculty of Education program requirements as they apply to the PBDE Program.
• Knowledge of trends in the field of Education.
• Proficient with student services procedures, Senate regulations and university policy
• Comfortable working with students from varying backgrounds and demonstrates sensitivity to the needs and concerns of each student.
• Ability to gather and organize information into useful and explanatory formats.
• Ability to suggest alternate solutions to existing processes to facilitate program delivery.
• Ability to foster and maintain relationships with students, staff, public and external contacts, tactful and diplomatic.
• Ability to understand and communicate university specific policies, procedures, guidelines, regulations, deadlines, and ensure compliance.
• Collaboratively plan and problem solve to address a range of student issues.
• Exercise independent judgment and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Excellent oral and written communication skills with demonstrated ability to present information in a group setting and prepare appropriate written resources.
• Ability to multi-task with conflicting demands for attention.

• Determines courses to be advertised and prepares advertisements.
• Enters course timetable information, ensuring it is correct and complete.
• Recommends Contract Academic Staff (CAS) hires, participates in selecting new instructors, prepares hiring contracts, works to ensure Right of First Refusal (RoFR) is enacted.
• Gather course outlines, grade submissions, and coordinates the monitoring and vetting process. Prepares curriculum documents.
• Maintains communications between stakeholders.
• Coordinates general office duties and procedures.
• Adheres to deadlines; creates and maintains spreadsheets and databases on various aspects of program, interprets data.
• Analyzes admissions and registrations and compiles specialized data and statistics to assist with program planning and administration.
• Runs enrolment reports to monitor registration and course overload, recommends additional sections and/or cancellation of sections.
• Conducts research, prepares reports.
• Work to facilitate all aspects of online course delivery.
• Creates and updates specialized informational and registration booklets.
• Stays up to date with information related to PBDE program including provincial requirements by credentialing body.
• Coordinates provincial reviews of programs, specific courses and syllabi.
• Responsible for designing, producing, and maintaining the PBDE section of the website and supports the International programs section.
• Works with Program Administrators to identify markets, best approaches and plans for recruitment and promotion of PBDE and International programs.
• Coordinates recruitment and promotional materials and efforts, attends recruitment events.
• Monitors interest in programs and provides on-going reports.
• Makes travel arrangements for instructors and other program partners.
• Coordinates and/or participates in projects, assignments, or processes, provides assistance in co-coordinating and delivering events.
• Responsible for budget entry for PBDE program, and supports budget development in International programs.
• Perform financial and/or academic record keeping functions and/or prepare materials for data processing and reporting.
• Completes purchase requisitions and travel authorizations.
• Creates and maintains accurate budget spreadsheets for all related programs.
• Works with international partners to determine method of fee collection.
• Works with Financial Services to see that tuition fees are applied appropriately, and revenue is transferred for revenue generating accounts.
• Prepares invoices, payment vouchers, etc.
• Assists with monthly financial tracking and prepares reports.
• Provides students with accurate and appropriate information about course offerings, and degree requirements, on both an individual and group basis.
• Sets up and oversees sign-up for orientation sessions.
• Creates and delivers information/orientation sessions.
• Detects, investigates, and solves registration problems.
• Advises students by meeting with newly admitted PBDE students (and on request for on-going students).
• Makes independent and individualized decisions on the advisability of course loads, approves course overloads based on discussions with the student as to his/her individual academic needs.
• Grants permissions for prerequisite waivers, to register late or over capacity. Processes student service forms.
• Exercises the authority to cancel registration, to record a “no show,” or backdate course withdrawals.
• Signs “Letters of Permission” for courses taken at other universities, corresponds with advisors at other universities to compare credits and degree requirements.
• Provides clarification on policies, procedures, regulations, and terminology.
• Assesses student concerns and uses a creative approach to help students in resolving issues, problems or conflicts either through formal or informal channels.
• Advises on the formal appeals processes available to students.
• Researches, prepares, and presents individual student appeals to the Student Senate Appeals Subcommittee, advocates on behalf of students.
• Works with the Practicum Office to coordinate the PBDE field placements.
• Completes graduation checks for graduating students.
• Collaboratively plans and problem solves to address a range of student issues.
• Evaluates the need for students to be referred to other departments.