Office Assistant, Collegiate

Reporting to the Office Manager/Registrar, the position performs clerical duties in support of the day-to-day operation of The Collegiate. The position provides reception for The Collegiate Office, receiving and answering questions from students, parents, teaching faculty, and administrators. The approach taken in The Collegiate is service-oriented, with a shared goal of supporting and facilitating the work of all in the school.

Responsibilities:
Answers general inquiries and responds to information required from other areas in The University of Winnipeg.

Receives and distributes mail, notices, student papers, marks, exams, and other items.

Manages the Collegiate general email in Outlook.

Manages the calendars for Collegiate staff.

Processes fee payments, transcript requests and payment in the University of Winnipeg student database (Colleague)

Generates and mails out acceptance letters, report cards, and other student mail-outs.

Creates student accounts and student files, keeps records up-to-date, and tracks student information in Excel and Colleague.

Receives marks from faculty and performs mark verification process, requests/enters transfer credits in Colleague.

Enters awards and graduation notice onto student transcripts in Colleague.

Maintains an organized and tidy work space for a professional office setting.

Ensures a copy of all exams are in the office and prints as requested. Counts and bundles for distribution during exam periods; helps to maintain security of exams.

Provides clerical support as appropriate to ensure preparedness for the classroom and for communicating with students and parents.

Manages information for students with severe/life-threatening allergies in Excel.

As part of the Office team, assists where needed, especially during peak times, to clear backlogs, and during events.

Qualifications:
High school graduation including office skills training

Customer service training would be an asset

Two years of directly related experience, including at least one year assisting customers face-to-face

Very good knowledge of MS Office

Able to enter data with accuracy in an environment with many interruptions

Able to manage competing priorities and deadlines

Poised, especially under pressure

Previous experience with Colleague or other information systems is an asset

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 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.

If you require accommodation supports during the recruitment process, please contact Sheena Laurin, HR Assistant at [email protected] or 204-988-7648.