The University of Winnipeg Class Specification

Classification:  Administrative 4                                                                              Revision Date: April 2005
Unit:  AESES
Hay Point Range:   471 - 550

CHARACTER OF THIS CLASSIFICATION LEVEL

In positions at this level, incumbents have administrative and organizational responsibility over a specialized and/or very complex program, unit or area within a unit and, at times, are responsible for a unit and representing it and the University.

Under administrative guidance, incumbents act independently in ensuring program objectives are achieved.  In the day-to-day administration of the assigned program/function, the incumbent is expected to assume a high degree of initiative in the supervision, training and motivation of other employees at the same or lower levels.

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. Provides counselling and advice to current and prospective students including contract and special needs students, on academic programs and degree and graduation requirements, and authorizing and monitoring students' progress in academic programs taken here and at other institutions
  2. Coordinates a specialized program(s), project(s), process(es), system(s), operation(s) or event(s) which could include: developing, improving, selecting providers, instructors, sponsors, workers and/or speakers; purchasing supplies, materials and equipment; developing training, educational or promotional materials and marketing activities; coordinating support services and implementing and evaluating its success
  3. Evaluates academic credentials to assess eligibility for admission and/or transfer credit, authorizes letters of permission for course work to be taken at another institution, monitors fulfillment of conditions for special admission and maintains records of transfer for courses offered at other institutions
  4. Assesses and evaluates: academic programs of probationary students, course overloads, course withdrawals and authorizes related documentation
  5. Provides personalized attention, arranges support services for students with special needs and contract students from other countries, or refers students to other University programs and services based on assessment of need Is responsible for the administration, organization and operation of a complex and/or specialized program(s) and/or function(s)
  6. Administers, organizes and operates a complex and/or specialized centre(s), program(s), system(s), and/or function(s)
  7. Keeps abreast of developments in the field of specialization and University and government policies, practices and regulations as they may affect the operation of a program/function
  8. Develops budgets and projections for programs or functions, authorizes expenditures, monitors the budget on a regular basis and initiates changes as necessary and may approve reconciliations to the General Ledger
  9. Handles all public relations matters related to a program including developing promotional materials, newsletters, informational brochures, advertisements, representing the unit on internal and external committees and coordinating marketing activities of the unit
  10. Plans and formulates policy recommendations and procedures regarding future strategies, systems, programs, budgeting and/or staffing requirements, including short and long term planning
  11. Researches and analyzes statistics, prepares reports and may present reports to internal and/or external groups
  12. Develops, implements and operates related data collection and information systems
  13. Selects and follows-up with external providers whose services we use
  14. Coordinates activities and projects with other University departments and/or external institutions, agencies, etc., developing and maintaining effective working relationships and may establish, coordinate and/or represent a department on committees or represent the University with external organizations, government, etc.
  15. Directs and develops other employees at the same or lower levels assigned to the program and/or project including the allocation of work assignments, training, performance review, recommending hiring, promotion and discipline
  16. 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
  • Some positions may require final level of CMA or CGA program
Experience
  • Four years of directly related administrative experience with two years of supervisory experience
  • or
  • An acceptable equivalent combination of education and experience
  • A thorough knowledge of University regulations, programs and policies as they relate to a program/ function
Skills and Abilities
  • Highly developed oral and written communication skills
  • Demonstrated ability to plan, organize, implement and evaluate systems, programs, etc.
  • Ability to establish and maintain effective working relationships with various levels of internal and external contacts as they relate to the program/function
  • Demonstrated ability to supervise other employees at the same or lower levels
  • Ability to make independent judgements within area and University policies, procedures and guidelines
Physical Requirements 
  • Capable of performing the duties as assigned
This class specification is intended to illustrate the characteristics of this level and should not be interpreted as a description of any one individual position within this classification level.