The University of Winnipeg Class Specification

Classification:  Administrative 1                                                                         Revision Date:  April 2005
Unit:  AESES
Hay Point Range:   291 - 340

CHARACTER OF THIS CLASSIFICATION LEVEL

In positions at this level, incumbents perform general administrative duties or administer a specific function(s) within a program, unit, or area within a unit and, when required, act as representatives of their unit and/or the University. 

Under direction, incumbents will exercise initiative and independence in planning, coordinating, and supervising operational functions and making recommendations concerning major changes.  The supervision of other employees at the same or lower levels may be a requirement.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES WHICH ARE INTENDED TO ILLUSTRATE THE CHARACTERISTICS OF THIS CLASSIFICATION LEVEL AND SHOULD NOT BE INTERPRETED AS A DESCRIPTION OF ANY ONE INDIVIDUAL POSITION WITHIN THIS CLASSIFICATION LEVEL
  1. Interprets policies, procedures, and regulations and provides advice and assistance to staff, students and the public
  2. Prepares, processes and expedites administrative forms and records and maintains specialized records and files associated with a function and computerized data bases including: student records, payroll and personnel records, invoices, etc. 
  3. Receives and reviews all applications for graduation to check completion of requirements, updating records accordingly and advising applicants of the result of review 
  4. Oversees and/or maintains accounting requirements associated with a function including recording and authorizing expenditure records and remittances, preparing journal and general ledger entries, reconciling accounts and may prepare routine financial statements and year-end entries, etc.
  5. Gathers data and information, prepares reports which summarize and interpret data and statistics collected as relevant to the activities of the function including information for budget preparation
  6. Initiates general correspondence and responds to inquiries related to a function which may include developing and distributing informational and promotional materials to internal and external contacts and may prepare and deliver special reports and presentations
  7. Recommends, coordinates and/or assists in the development and/or modifications to policies, procedures, regulations and work routines
  8. Keeps abreast of new developments that relate to the program, function or area
  9. Orders and maintains an inventory of equipment and supplies and/or collections
  10. Acts as liaison with other University departments, external institutions, agencies and the public by developing and maintaining effective working relationships and participates in various committees both internally and externally
  11. Coordinates and participates in special assignments and projects (eg: conferences, seminars, meetings, exhibits, etc.)
  12. Assigns duties and/or supervises other employees at the same or lower levels which may include recommending hiring, training new staff, planning and scheduling work, reviewing performance and resolving work problems and may coordinate the activities of a group of volunteers
  13. Acts as an editor or coordinator for one or more publications including: writing, interviewing, editing, selecting, laying-out, reviewing, publishing and distributing articles and ideas
  14. Is involved in registrations by processing specialized student registrations, releasing final grades, and participating in appeals processes
  15. Coordinates projects, programs, productions or resources
  16. Plans, coordinates and conducts: presentations and tours to groups of students and the community
  17. Initiates buying processes involving: contacting suppliers, doing cost/quality comparisons, maintaining product and price lists, monitoring inventory and adjusting computerized records accordingly, placing and tracing orders, etc.
  18. Performs other related duties as required or assigned
QUALIFICATIONS REQUIRED

The minimum qualifications necessary for acceptable (satisfactory)  performance are:

Level of Formal Education

  • Undergraduate degree in a related discipline
Experience
  • One year of directly related administrative experience
  • or
  • An acceptable equivalent combination of education and experience
  • Good working knowledge of regulations, programs and procedures as they relate to the program/function
Skills and Abilities
  • Demonstrated ability to plan, organize, coordinate and establish work priorities and deadlines
  • Effective oral and written communication skills with the ability to provide advice and develop and present informational materials
  • Ability to make sound independent judgements and utilize problem-solving abilities
  • Ability to establish and maintain effective working relationships with various levels of internal and external contacts
  • Some positions require the ability to use computerized software packages for statistical analysis, graphics and word processing
  • Some positions require ability to perform accounting procedures
  • Some positions require demonstrated ability to supervise the work of other employees
Physical Requirements
  • Capable of performing the duties as assigned