Program Coordinator - Administrative Assistant 1 (AESES)

Job OpeningaLocation : Expected Start Date : Full Time : Permanent : Posting End Date : Job Description : Program Coordinator - Administrative Assistant 1 (AESES)New Budget-Funded Continuing Full-Time 35.00 hours / week Monday to Friday 8 : 30 am - 4 : 30 pmSalary Range : $27.05 - $37.71 per hour ($49,231.00 - $68,632.20 per annum)Proposed Start Date : July 2, 2024Trial / Probation Period : 840.00 work hours For more information, please contact : Stacey Woods185 Extended Education204-474-8126 or @ : - Supports both international and domestic students in a variety of non-degree programs.- Consults regularly with students to assist with course enrolment, registration, confirms student satisfaction, monitors, and encourages program completion.- Provides information on regulations, processes, policies and procedures.- Informs current and potential students on program content, structure, and application requirements. - Tracks student progress and success on an ongoing basis and revises educational plans as necessary.- Follows up with at-risk students and refers them to appropriate service(s) within and outside the university community. - Provides ongoing support to and acts as the first point of contact for student / instructor questions and requests. - Holds weekly office hours to meet with students to accommodate both drop-in visits and pre-scheduled appointments.- Regularly attends seminars and special events to welcome students into the program. - Assists and participates in organizing and delivering student and instructor orientations, attends and participates in the graduation functions.- In collaboration with the Delivery team, provides updates to Student Portal and facilitates information sessions and communications for students. - Informs and administers relevant workshops, sessions, or orientations.- Manages sensitive situations and resolves and elevates complaints at an early stage.- Ensures all administrative documents and confidential student information is handled and maintained in accordance with internal regulations.- Identifies and informs Lead Program Coordinators (Lead PCs) of student and instructor concerns; especially those who may be at risk. - Evaluates and submits student appeals and completes change of grade forms where applicable.- Schedules / participates in student meetings.- Informs the Program Manager of requests that require authorization.- Forwards authorized withdrawals to the Program Manager. - Assesses requests for deferred examinations and provides recommendations to the Program Manager.- Approves assignment late submissions, assignment extensions and excused absences requests in consultation with instructors.- Reviews final grades and submits prepared documents to the Program Manager for approval.- Conducts regular checks of potential graduates and confirms the student's eligibility to graduate.- Initiates and drafts communications to students and instructors.- Coordinates registration and student enrolment with Student Services.- Creates a list of students to register in courses each term and sends it to the Registration Systems Officer. - Makes schedule adjustments for students and instructors as needed.-Informs the PM of program scheduling recommendations and generates schedules and timetables for assigned programs. - Assists with the approval of program change and leave of absence requests.- Manages the day-to-day delivery of assigned programs.- Provides Instructor, Teaching Assistant (TA) / Tutor, and Invigilator Recruitment and Support.- Brings all instructor and student issues and areas of concern to the attention of the Program Manager for follow-up. - Reviews program-related documentation for accuracy and compliance and recommends changes as required.- Coordinates with other university departments and partners for delivery-related initiatives.- Assists and participates in delivering instructor orientation.- Assists in maintaining the Instructor Hub in collaboration with the Instructor Professional Development & Support Coordinator.- Reviews instructor evaluation survey results and investigates instructor-related student concerns. - Provides feedback and input on projects and initiatives.- Provides recommendations to the Program Manager for continuous improvement to administrative and academic student support services.- Proposes changes to regulations, processes, policies, and procedures.- Other duties as : MINIMUM FORMAL EDUCATION / TRAINING : - Undergraduate degree in a related discipline required. EXPERIENCE : - A minimum of one (1) year of directly related administrative experience in program delivery is required.- A minimum of one year working in an adult educational setting preferably in an advising role required. - A minimum of one year experience in student advising is required. - Experience advising and supporting diverse students i.e., Indigenous, international, new-commers, etc., is considered an asset.- Familiarity with admission and registration procedures in a post-secondary environment is preferred.- An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES : - Advanced knowledge and experience with Microsoft Office required.- Excellent administrative, organizational, and problem-solving skills while meeting deadlines is essential.- Excellent verbal and written communication skills are essential.- Ability to handle stress, multi-task and refocus is required.- Excellent customer service and interpersonal skills and proven ability to create, nurture and retain positive, respectful internal / external relationships is critical.- Ability to work independently and with minimal supervision is required.- Must be able to work collaboratively as part of a small and large team.- Superior conflict resolution skills are required.- A customer-service attitude is essential. - Experience with student learning management software (e.g. UM Learn) is an asset.- Satisfactory work record, including satisfactory attendance and punctuality, is required. OTHER JOB RELATED QUALIFICATIONS : Knowledge of other languages is considered an Information : Flexible work options are available, however, this position requires a minimum of 3 on-campus days per week. With notice may be required to attend events in the evening or on weekends. The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).