New position available at the U of W.  This is a temporary position and will go until approximately April 27th 2026, but could go longer.

1. General faculty/staff support:
• Provides administrative support for faculty’s in-person exams which includes, type and format exams, review and prepare photocopies and communicate with Registrar’s Office regarding exam requests.
• Tracks all course outlines in secretaries drive folders for each term.
• Orders desk copies for faculty textbooks.
• Compiles nursing mid-term and final exam dates; this includes communicating with instructors regarding course outlines and retrieving mid-term exam dates/times.
• Maintains fourth year student Clinical Database and supports Instructors by uploading student files.
• Assists in proofreading course and program timetables, calendars and follows up with Registrar’s Office with any class and/or exam conflicts.
• Maintain nursing students email lists for approx. 930 nursing students and send correspondence, as required.
• File paperwork and maintain current student files/records.
• Coordinates recruitment and hiring of Proctors and TAs by posting available positions and facilitate online application process, draft hiring documentation, and form 1s. Maintain records of active positions.
• Prepares weekly payroll and ensure proctor and TA attendance.
• Monitors and track the completion of the compulsory training requirements for for TA’s and proctors.
• Supports event logistics, such as orientation and catering requirements

2. Academic Standing Committee and Appeals Support:
• Review and sort Nursing ASC report with Student Success Coordinator for student progress
• Prepare and email student progression letters based on ASC report
• Maintains the attrition list of students by term
• Schedules Academic Standing Committee meetings; prepares grade reports and other documents for meetings; attend and record meeting minutes; keep records for Academic Standing Committee for Windsor students and for the Collaborative Sites, St. Clair Windsor, St. Clair Chatham, Lambton College
• Schedules appointments for students required to withdraw from the undergraduate program to meet with Academic Standing Committee and send related correspondence
• Schedules student course appeal meetings with the Appeal Committee

• Downloads student appeal documents from the UWinsite and unidentify them for the distribution to the Appeal Committee
• Completes the appeal decision on UWinsite for Registrar’s Office.
• Sends confidential communication related to course appeal decisions by email and decisions of required to withdraw by courier mail.

3. Associate Dean/Program Support:
• Coordinates the collection and organization of (non-high school) admission applications for undergraduate program from the UWinsite database. Take minutes at meetings and revise the documents to forward to Registrar’s.
• Obtains applicants’ academic records via UWinsite. Forward eligible applicants to Admissions Committee for deliberation. Forwards decisions of Accept, Waitlist and Decline to Registrar’s Office.
• Handles confidential student information in support of decisions made by the Associate Dean
• Schedules appointments for Associate Dean
• Retrieves information from UWinsite for the Associate Dean regarding current or former students
• Drafts memos, reports and letters for signature of the Associate Deans or Program Advisors. (Progression Letters to students)

4. Student Support
• Provides general information to current nursing students regarding courses
• Provides assistance to students with UWinsite and registration. Liaise with Registrar’s Office, as required regarding student course permissions, Add/Drop, registration inquiries/issues, advisement reports etc.
• Advises prospective students about the nursing programs required courses for admission
• Processes Visa Screens by preparing and completing forms for program graduate students
• Corresponds with student graduates regarding Visa Screen procedure and requirement
• Prepare lists of final year students eligible to write RN exams, and submit to the College of Nurses
• Verifies course completion of all students eligible to graduate with the Registrar’s Office and send appropriate forms to the College of Nurses prior to students writing RN exams
• Prepares letters for CNO for applications for temporary licenses with the College of Nurses and letters of program enrollment.
• Prepares documents for students who are requesting other boards of nursing ex. Nova Scotia, Alberta, British Columbia and Nova Scotia

5. Other duties, as assigned
• In the absence of other office staff, provide back-up duties as required.
• Trouble-shoot computer problems and place service calls with IT as required
• Other duties as assigned

Skills/Knowledge/Experience/Education required 
Essential Qualifications
• College diploma in administration or related field and/or significant experience in an administrative support
capacity as related to the duties of the position
• Ability to pay attention to detail while delivering high levels of accuracy
• Experience dealing with confidential matters
• High proficiency with typing, computer software (i.e. Microsoft Office – Word, Excel, PowerPoint, Outlook, Teams);
experience using database applications
• Excellent organization ability, public relations and interpersonal skills, including the ability to demonstrate
professionalism, patience, good judgment and tact, particularly in stressful situations
• Excellent verbal and written communication skills
• Ability to multi-task and deal with high volume of requests with competing deadlines
• Ability to work independently as well as part of a team
• Proven willingness and aptitude for learning new software and database programs

Preferred Qualifications
• Previous experience using UWinsite
• Knowledge of university regulations, bylaws, and policies and procedures
• Prior experience using learning management systems (e.g. Blackboard)