Criminal Justice at UWinnipeg is growing academic unit within the Faculty of Arts, serving more than 630 undergraduate majors and offering approximately 40 course sections, including labs and field placements. Criminal Justice is an interdisciplinary social science degree that provides students with a strong grounding in critical thinking, writing, and research skills.

The Department Assistant is a full-time continuing role supporting the daily operations of the department by providing administrative and support services to faculty, contract academic staff, student employees, undergraduate and graduate students. Responsibilities include timetabling, basic student advising, and coordinating a wide range of administrative activities that contribute to the efficient and effective functioning of the department.

Responsibilities:

• Manages all administrative functions for the Criminal Justice department and provides support to the Chair in a wide variety of areas.
• Communicates with faculty members and departmental staff to interpret and convey academic and administrative policies, resolve issues, and coordinate teaching, scheduling, examinations, and personnel processes.
• Responsible for ordering office supplies and maintaining inventory.
• Ensures that department and shared spaces are kept clean and tidy, places calls for repairs if needed.
• Serves as the primary departmental liaison and administrative lead for onboarding and supporting newly hired Contract Academic Staff (CAS), and Faculty, coordinating all employment, access, orientation, office space set ups, and systems processes.
• Ensures faculty members submit a final grades at the end of each term.
• Organizes, attends, and participates in meetings as recording secretary or departmental representative, follows up on action items as needed.
• Creates and maintains up-to-date faculty directory, schedule of office hours, advising schedules, and committee memberships. Reports faculty absences and ensures that classes are notified of change.
• Manages the schedule of a shared departmental common room, enacts policy for common room use.
• Maintains central filing systems ensuring confidentiality and following procedures for retention.
• Coordinates faculty office moves with Facilities.
• Assesses and updates Undergraduate Academic Calendar and Fact Sheets.
• Coordinates with the Departmental Personnel Committee (DPC) committee on annual activity reports, and on hiring and other personnel matters, in compliance with deadlines and collective agreements.
• Provides support for hiring processes.
• Analyzes and administers department staffing records.
• Provides support for the Curriculum process, assists with submissions to the Senate for new courses and/or revising existing courses.
• Coordinates departmental academic review and compliance processes in collaboration with Department Review Committee (DRC) chair.
• Reminds faculty of deadlines for text book ordering and works with bookstore employees to ensure that textbooks come in on time.
• Notifies department members about meetings, events and upcoming deadlines.
• Answers telephone and email inquiries.
• Accepts and date stamps assignments handed in by students.
• Compiles reports to assist in student awards and graduation, and on department trends, enrollments, majors, prerequisites, restrictions, and the historical/current changes for departmental statistics and curriculum planning.
• Plans, develops, and implements timetables in consultation with Chairs.
• Prepares, validates, and submits room bookings.
• Evaluates and recommends solutions for irregular time slot requests.
• Enters, verifies, and finalizes timetable data in Colleague, monitors timetable changes and implements updates.
• Exercises signing authority for designated accounts, monitoring expenditures and reconciling discrepancies, serves as departmental credit card holder.
• Oversees and reconciles departmental budgets; analyzes variances and recommends corrective or preventive actions.
• Approves and authorizes financial transactions.
• Ensures financial documentation is accurately maintained and retained for audit and reporting purposes.
• Prepares and forecasts annual departmental budgets.
• Analyzes historical, current, and expected budget use and makes changes to allocations throughout the fiscal year.
• Advises the Department Chair on budget performance, expenditure trends, and financial planning to support informed decision-making.
• Administers employment processes for Marker/Demo/Teaching Assistant/Tutor staff.
• Supervises the departmental Tutor position.
• Administers activities for student recruitment.
• Designs, creates, edits, proofreads, formats, prints and/or distributes promotional and outreach materials.
• Designs, creates, writes, develops, formats, and uploads content for department website and social media platforms.
• Collaborates on the organization and execution of department events.
• Assists the criminal justice student association as requested.
• Provides current and prospective students with accurate and appropriate information about the Criminal Justice undergrad, honours, and graduate programs, course offerings, degree requirements, and university procedures.
• Serves as advisor signing authority for student permissions, prerequisite waivers, and late or over capacity registrations.
• Monitors waitlists, contacts students to advise on alternative sections, assess student priority. Makes recommendations on capacity changes and new sections.
• Provides advising support to faculty.
• Assimilates and interprets information to aid in program evaluation and development.
• Professionally deals with sensitive, confidential information when advising and referring students to resources.
• Acts as the department liaison during registration periods, assisting students with registration procedures and completing forms.
• Compiles mailing lists and sends out recruitment letters each year.

Qualifications:

• High school diploma and related training in computer software and office management.
• Five years of experience working in an academic/university setting.
• Timetabling experience.
• Experience working with students.
• Experience assisting with payroll.
• Experience dealing with sensitive inquiries from the general public.
• Working knowledge of University of Winnipeg regulations, programs and procedures as they relate to the department.
• Experience with timetabling software, financial software, Microsoft 365 (Word, Excel, and Outlook), website updating (web content-managing systems and payroll software.
• Must have effective oral and written communication and interpersonal skills
• Must have accurate typing capabilities
• Ability to plan, organize and coordinate work activities of secretarial, accounting and/or moderately complex clerical functions to ensure completion within established deadlines.
• Problem solving, organizational ability and assessment skills required
• Must be able to take initiative and work independently
• Ability to develop and maintain a good working relationship with professionally trained personnel which requires sensitivity and an ability to be flexible in definition of one’s own timetable.
• Ability to deal with students who are upset and be able to assist students to help resolve problems or outcomes.
• Must maintain strict standards of confidentiality.
• Must be innovative and show initiative.

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 $44,863.00 to $63,463.40 annually.

Note: The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to one (1) day 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.