Department Assistant, Faculty of Education – Undergraduate Student Teaching

Competition Number: A61.26

Classification: Office Assistant 5

Department: Education

Employee Group: AESES

Position Category: Full-Time, Continuing

Probation/Trial Period: 910 working hours or six (6) months, whichever occurs first

Hours: 35 hours per week

Funding: Budget

Start Date: As soon as possible

Location: Winnipeg, MB

Job Type: Continuing

Status: Existing

Date Posted: 05/27/2026

Closing Date: 06/09/2026

Salary Range: $43,043.00 – $60,879.00

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 Department Assistant is a full-time continuing role primarily responsible for providing administrative support to the Bachelor of Education (BEd) program. This involves a variety of duties in the areas of administration, staffing, advising, communications, promotion, and other projects. The incumbent must know the overall flow of university processes and procedures to ensure processes are completed in a timely fashion and deadlines are met.

Responsibilities:

• Responds to general internal and external inquiries.
• Manages the Education general e-mail account.
• Serves as recording secretary for meetings by preparing agendas, taking minutes, and ensuring follow-up.
• Provides clerical and administrative support to the Director of Undergraduate Teacher Education, Regular Academic Staff (RAS), Contract Academic Staff (CAS), departmental committees, and initiatives.
• Responsible for acquiring and monitoring key requisitions.
• Prepares correspondence, including editing e-mails and drafting memos.
• Greets, assists and/or directs students and the public.
• Coordinates the repair and maintenance of office equipment.
• Organizes the Faculty’s bulletin boards (physical and online) and posts information on Education related news.
• Ensures all deadlines are met using comprehensive knowledge of overall the flow of university processes and procedures.
• Ensures that course outlines are vetted by the Department Review Committee (DRC), and the Dean’s office has a copy of all course outlines.
• Ensures final grades for Education are entered in Webadvisor and a copy of the final grade breakdown has been submitted to the Dean’s office.
• Ensures final exam information is submitted to the Scheduling office.
• Communicates with faculty regarding textbook submission deadlines.
• Coordinates the process for hiring Markers.
• Acts as a liaison with instructors, faculty, students and other University departments and external agencies.
• Has a working knowledge of purchasing policies; ensures the processes are followed.
• Facilitates and is responsible for the entry of the Undergraduate Teacher Education Program budget, creates and maintains accurate budget spreadsheets.
• Performs financial and/or academic record keeping functions and/or prepare materials for data processing and reporting.
• Facilitates and is responsible for purchase requests, completes purchase requisitions and travel authorizations.
• Prepares invoices, payment vouchers, etc.
• Assists with monthly financial tracking
• Works with Academic Administrator and/or Directors to facilitate all aspects of course delivery
• Creates Faculty of Education Contract Academic Staff positions, submits job postings, recommends CAS Hires, prepares hiring contracts for CAS and sends contracts to the Dean’s office.
• Has a working knowledge of the Right of First Refusal process per CAS-UWFA collective agreements and tracks eligibility.
• Facilitates onboarding for new CAS, liaises with other support staff in to organize annual CAS orientation session, updates handbook annually.
• Responsible for collecting CASAAR’s for the Faculty of Education and submitting them to the Dean’s office for review.
• Responds to questions from students regarding eligibility, assessment criteria, application and selection process for Education programs.
• Assists Academic Advisors with sending out year four packages for certification years
• Sends out and receives intent to enter year 4 and 5 forms.
• Organizes and facilitates remote information and orientation sessions including for students.
• Detects, investigates, and solves registration problems.
• Runs enrolment reports to monitor registration and course overload during registration period.
• Completes permission form with prerequisite waivers if requested by advisors
• Provides basic advising and assistance to students, refers complex inquiries to the appropriate Academic Advisor.
• Keeps a variety of accurate and updated student lists for purposes of: communication with specific groups of students.
• Administers activities for student recruitment by organizing department representatives, processing requests for honoraria for student participants, designs, print and/or order promotional materials.
• Coordinates catering, food and beverage at faculty and student events.
• Coordinates student volunteers for events and processes payroll, payment vouchers, or petty cash payments for their hours worked.
• Coordinates internal support services in the preparation, publication and distribution of promotional materials, directories, brochures and assists in design and marketing
• Develops and maintains content for the department’s social media platforms
• Works closely with the Dean’s Administrative Assistant on Events and Projects.
• Provides back-up to other positions in the area as required or assigned.

Qualifications:

• High school completion with office skills and completion of a formal training program in office skills from a recognized institution.
• University education would be an asset.
• 5 years directly related office experience.
• Knowledge of university regulations, programs, and policies essential.
• Experience working within a unionized environment an asset
• Demonstrated knowledge of program requirements within all units of the Faculty of Education, experience within the Faculty of Education an asset.
• Demonstrated knowledge of and familiarity with the field of education are a definite asset.
• Excellent working knowledge of Office 365 including Outlook, Word, Excel and PowerPoint applications.
• Strong working knowledge of graphics programs preferred (e.g. Canva).
• 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, time management, assessment and problem-solving skills.
• Ability to 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 others.
• Must be able to make independent judgments, manage several tasks at one time and cope with interruptions.
• Must be able to plan, organize and coordinate administrative duties to ensure completion within estimated deadlines.
• Demonstrate self-motivation and initiative.
• Ability to establish and maintain effective working relationships with students, staff, and the public.

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 $43,043.00 to $60,879.00 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 [email protected].

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 [email protected].

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