Employment Records Assistant

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

UTSC Management is a world leader in providing undergraduate business education that is heavily influenced by experiential learning and internationalization. The goal of our management program is to create opportunities for our students to learn and experience leadership by applying the latest management theory to real-world problems both inside and outside the classroom. Our co-op staff plays a key role in fulfilling this mission and in contributing to positive departmental culture.

In the Co-op Programs in Management, we believe in our students. Through experiential learning, we know that each student has the ability to achieve his/her individual goals. Through excellent service, flexibility and innovative programming, we provide the environment students need to turn their abilities into productive, exciting opportunities. We also value our partnerships. We build lasting relationships with outstanding employers, alumni, and faculty to prepare students to be proactive contributing members of the business community. We work one-on-one with employers to understand their needs and exceed their expectations.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members ( Statement on Equity, Diversity & Excellence ). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Under general direction of the Assistant Director, the incumbent will provide both front line and back office support to the Management Co-op team. This position is a key position in the department. The incumbent will liaise with external stakeholders, as well as students, staff and faculty. The incumbent will support the team by ensuring accurate recording of student activities in co-op as well as the co-op job recruitment cycle for employers. This position will also be one of the first points of contact while in the office. The Employment Records Assistant will undertake the management and day-to-day operation of Management Co-op data storage and access maintain any computerized systems that may be required in order to provide information, access to service, advice and support for students, staff and faculty. 

Your responsibilities will include:

• Generating reports
• Analyzing and reconciling registration/status/program of study information
• Identifying changes to student records that affect academic status and correcting status as required
• Analyzing collections, records and/or reference administration processes and recommending improvements
• Acting as a point of contact for external clients and vendors
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating interview schedules
• Promoting employer opportunities to students and encouraging them to submit applications

Essential Qualifications:

• Bachelor's Degree or an acceptable equivalent combination of education and experience.
• Minimum two (2) years of related experience in records and database administration.
• Demonstrated experience working with a database including data manipulation and reporting skills.
• Experience scheduling and arranging meetings involving many individuals.
• Must have strong customer service orientation and effective interpersonal skills.
• Demonstrated experience working professionally with external clients.
• Proficiency with Microsoft Office Suite with advanced knowledge of Excel, as well as ability to adapt to and learn new technologies.
• Must be able to stay organized, multi-task and meet deadlines; and exercise accuracy and attention to detail.
• Ability to use initiative and exercise sound judgment, tact, diplomacy, discretion, and confidentiality.
• Demonstrated behaviour that indicates personal commitment to innovation, teamwork, flexibility and integrity.
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential):

• Previous experience working in post-secondary or not for profit organization is an asset.
• Experience in student professional development, knowledge of workplace standards, recruitment and hiring practices, and performance management techniques gained through a role in a co-operative education or internship program.
• Knowledge of Symplicty software would an asset.
• Knowledge using a Student Information System (ie. ROSI) and/or Course Management System (ie. Quercus or Blackboard) highly preferred.

To be successful in this role you will be:

• Approachable
• Cooperative
• Meticulous
• Motivated self-learner
• Proactive
• Self-directed

NOTE:

• Please note this is a Term position until April 2027

Closing Date: 07/13/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.

Job descriptions are available upon request for internal applicants.