Undergraduate Administrative Assistant and TA Administrator

Date Posted: 01/17 Req ID: 35694 Faculty/Division: Faculty of Applied Science & Engineering Department: Dept of Chemical Eng.& Applied Chemistry Campus: St. George (Downtown Toronto) Position Number:

Description:

About us: The University of Toronto's Department of Chemical Engineering & Applied Chemistry is one of the most research-intensive departments in North America, with an outstanding international reputation. Our vision statement, Through leading edge research and education we integrate chemistry, biology and engineering to drive solutions for global challenges in energy, the environment and health' reinforces our commitment to both research and the education. Our Department is also well known for its team spirit, including a community of over 30 professors, 500 undergraduates, 300 graduate students and over 40 outstanding support and research staff. If you're a passionate and dedicated individual, our department offers opportunities with potential for growth and development! Your opportunity: Our leadership team provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability and teamwork. We believe in recognizing and valuing our employee's contributions to the advancement of the department's goals while promoting a strong commitment to work-life balance among our employees. Under the general direction of the Associate Chair, Undergraduate Student Experience, the incumbent provides student services and administrative support to the Undergraduate Office of the Department of Chemical Engineering & Applied Chemistry in the Faculty of Applied Science and Engineering. Your responsibilities will include:

• Providing detailed information on program and/or course eligibility requirements, procedures, policiesand deadlines, and directing students to appropriate resources and services
• Coordinating the recruitment of and training processes for teaching assistants, course instructors, and sessional lecturers; Preparing draft employment letters
• Responding to enquiries within the defined scope of the role and redirecting as Appropriate; Providing basic support and general referrals to individuals in distress
• Reviewing and assessing student records to confirm eligibility to graduate
• Booking rooms and arranging appropriate accommodations; Coordinating meeting schedules, agendas, materials, action and follow-up items; Coordinating room assignments and room changes for undergraduate courses throughout the year
• Identifying and recommending the development of new training workshops and/or resources for teaching assistants, course instructors, and sessional lecturers
• Researching and analyzing processes, programs and services and recommending changes for improvement
• Verifying that administrative processes are in accordance with applicable policies, procedures, collective agreements, and applicable legislated requirements
• Analyzing and making recommendations on award funding and student club funding allocations
• Analyzing course requirements and making staffing recommendations
• Scheduling and assigning students to courses, tutorials and/or lab sectionsMaintaining databases, Quercus community pages, and newsletter for the Undergraduate Office
• Collecting and submitting grades; Collecting supporting documentation required for payroll and/or HRIS processing

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum two years of related experience providing student services or administrative support
• Demonstrated experience with ROSI or equivalent enterprise level student information systems
• Experience working with collective agreements (CUPE 3902 Units 1 and 3 preferred)
• Experience providing detailed information to students on a variety of issues including but not limited to courses, programs, financial aid, student clubs
• Knowledge of the University of Toronto policies, in particular with regard to Labour Relations
• Intermediate skills with Microsoft Office Suite (Word, Excel, Outlook)
• Excellent communication skills (both oral and written) and ability to communicate effectively with a diverse group of clients (students, faculty and staff)
• Superior customer service and interpersonal skills with a demonstrated positive attitude and service orientation towards students, staff, and the public
• Demonstrated ability to relate in a manner that builds trust and confidence
• Proven attention to detail and organizational skills; Ability to work independently, under direction, as well as in a team environment
• Ability to effectively prioritize work, managing conflicting priorities and deadlinesAbility to quickly adapt and learn new processes; Demonstrated good judgement, initiative, tact, and discretion
• Demonstrated ability to create and ensure a welcoming environment for all members of the diverse community of students, staff, and faculty

Assets (Nonessential):

• Bachelor's Degree

To be successful in this role you will be:

• Accountable
• Approachable
• Diplomatic
• Multi-tasker
• Organized
• Problem solver
• Resourceful

NOTE:

• This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 01/25, 11:59PM ET Employee Group: USW Appointment Type: Budget - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: USW Pay Band 08 - $61,600 with an annual step progression to a maximum of $78,775. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category: Student Services Recruiter: Sarah Chim

Lived Experience Statement Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.