Global College at UWinnipeg fosters global citizenship and engagement through interdisciplinary teaching, research, dialogue, and action in local and global communities. Global College is an action-oriented learning environment for Canadian and international students, bringing students and community members into contact with interdisciplinary faculty. Global College is a doorway to the community and the world. Each year we partner with community groups and NGOs to host or co-sponsor a number of special lectures, conferences, workshops, or advocacy initiatives related to our mandate.

The Office Coordinator is a full-time continuing position that provides essential administrative support to the Global College. The successful candidate will be the first contact at the Global College and will interact closely with people at the University, the local community and international contacts.

Responsibilities:

• Acts as first point of contact for the Global College. Responds to general inquiries, referring more complex inquiries as appropriate.
• Provides detailed program information to students and Faculty.
• Provides administrative and clerical services for Executive Director and Program Directors.
• Maintains office supplies and equipment, re-orders as required ensuring that the purchases and services are charged to appropriate accounts.
• Opens, date stamps, and distributes non-confidential mail, keeping track of mail that needs to be answered.
• Schedules (in consultation with program leads) timetable courses, ensuring accurate dates, times, and room assignments.
• Performs photocopy, fax, scanning and courier services.
• Establishes and maintains central filing system (electronic and paper), including an up-to-date inventory of all files.
• Attends meetings to record, type and distribute minutes.
• In consultation with Executive Director and/or senior staff, prepare promotional material for Global College’s events, courses, and programs.
• Compiles information on Global College activities for reports.
• Maintains the Global College mailing list.
• Regularly reviews website to ensure information is up to date.
• Gathers and updates enrolment data for Global College courses.
• Manages the Executive Director’s calendars.
• Prepares and distributes correspondence, reports and emails on behalf of Global College.
• Schedules meetings, tracks regrets/attendance and arranges for refreshments and clean-up.
• Under the guidance of the HR Program Director, provide academic advising service to students when needed.
• Ensures instructors are aware of deadlines for submitting textbook orders, tracks submitted orders.
• Distributes orientation information to new instructors and assists with key requisitions.
• Keep a file of course syllabi for each academic term.
• Schedule meetings, including booking appropriates venues.
• For events sponsored or co-sponsored by Global College, serves as liaison with other university departments.
• Coordinates smaller in-house Global College events.
• Supports the coordination of events.
• Provides assistance to the Executive Director, faculty and staff with communications in support of Global College initiatives.
• Along with Executive Director, has an active role in the selection, supervision and work assignment of student assistants.

Qualifications:

• Completion of High School Diploma plus post-secondary education. Degree/diploma in administrative/office skills program is an asset.
• 1-2 years’ experience in providing administrative services including scheduling, creating agendas and minute-taking.
• Familiarity with University of Winnipeg offices, procedures and policies is an asset.
• Familiarity with Global College and its academic programs is an asset.
• Competent in in webmail (Groupwise, Outlook, or equivalent) functions for meeting scheduling and tracking.
• Strong skills in Microsoft Word, Excel document preparation, editing and formatting.
• Experience with digital marketing and social media platforms/campaigns.
• Experience with creating promotional materials.
• Competent in institutional software used for course timetabling and tracking (Colleague, Crystal Reports).
• HTML or basic website management skills highly desirable.
• Excellent organizational and time management skills.
• Highly effective communication skills, both verbal and written; strong social skills.
• Proficiency in drafting agendas; taking, transcribing and typing minutes.
• Must have a pleasant and courteous manner to anyone who comes to Global College.
• Ability to work effectively and in harmony with a variety of people both within the University and externally.
• Ability to work effectively in an environment in which there are multiple deadlines requiring good prioritization.
• Use tact, discretion and maturity in dealing with others.
• Draft and proofread correspondence, basic communications materials and other information.
• Willingness to learn new things and ability to do so quickly, with appropriate training/guidance.
• Able to maintain a neat and welcoming environment in the Global College open space reception and shared work area.

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.
• Ability to work on evenings and weekends when needed to accommodate events.

The salary range for this position will be from $39,621.40 - $56,074.20 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.