Undergraduate Administrator

Job Responsibility:

Date Posted: 07/26/2024 Req ID: 38910 Faculty/Division: Faculty of Arts & Science Department: School of the Environment Campus: St. George (Downtown Toronto) Position Number: 00024616

Description:

About us: The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs. We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world. The School of the Environment serves as an interdisciplinary centre for environment and sustainability education, creating new knowledge, training future leaders, and contributing to positive environmental and social change from the local to the global scale. As an extra-departmental unit within the Faculty of Arts & Science, our faculty are commonly cross-appointed with other departments and units at the University of Toronto. We offer undergraduate programs in Environmental Science and Environmental Studies, a Master of Environment and Sustainability, and two graduate Collaborative Specializations in Environmental Studies and Environment & Health. Our goal is to foster positive change for a sustainable future through interdisciplinary research, teaching, and collaboration. Your opportunity: Reporting to the Department Manager, and under general direction from the Undergraduate Associate Director, the Undergraduate Administrator provides academic advising and academic administration in a high-volume office. The Undergraduate Administrator is the initial contact for all undergraduate student matters, including coordination of enrolment and registration procedures; preparation of course timetables and teaching assignments; coordination of final exams and the submission of final marks to the Faculty; identification of potential candidates for scholarships; liaising with the School of the Environment undergraduate student union; preparing materials for departmental communications; maintaining the undergraduate section of the departmental website; maintaining databases and preparing reports on undergraduate admissions, enrolment, and related statistical data, maintaining undergraduate records and files. The Undergraduate Administrator organizes and executes undergraduate recruitment events. The Undergraduate Administrator coordinates the recruitment of teaching assistants and sessional lecturers for undergraduate courses. Your responsibilities will include:

• Acting as first point of contact for all undergraduate program-related inquiries
• Advising students on academic and/or financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual's background
• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Screening and making referrals to academic advising and learning skills programs and other resources or services
• Maintaining information on digital platforms
• Analyzing course enrollment and waitlisted numbers and recommending alternatives to course availability, offerings, scheduling
• Reviewing and assessing student applications for admission into the program
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers, and/or stipend instructors

Essential Qualifications:

• Bachelor's Degree in Environmental Studies or Environmental Science or acceptable combination of education and experience.
• Minimum four (4) years' of relevant experience in undergraduate or graduate program administration and advising students on academic matters including degree program requirements
• Experience working with undergraduate programs including the application of academic rules, procedures, and guidelines
• Experience working with ROSI/ACORN or an equivalent academic record system
• Experience coordinating the exam process, handling petitions, developing and maintaining records and files, coordinating calendar submissions, course scheduling and room assignments, developing and maintaining statistical data and providing administrative support to committees
• Knowledge of collective agreements including CUPE 3902 Unit 1 and Unit3
• Proven understanding and application of equity, diversity, inclusion and access as applicable to post-secondary students; ability to identify both systemic and individual barriers to student success and helping students overcome them
• Strong judgment to make decisions involving the implementation of policy and to respond to student and faculty matters.
• Ability to develop and improve upon student recruitment strategies, including the design of recruitment material and the creation and delivery of presentations to prospective students
• Demonstrated initiative; demonstrated ability to work independently and in a team.
• Superior time management skills to meet competing deadlines, excellent prioritization skills to work efficiently in an environment with frequent interruptions, detail oriented and demonstrated accuracy in performing work
• Advanced skills in Office 365 (e.g., Word, Excel, SharePoint, OneDrive, Outlook, Teams), Adobe Acrobat, and content management systems
• Advanced skills in ROSI/ACORN, ROSI Express, Quercus, Degree Explorer, eMarks or an equivalent academic record system
• Familiarity with University's academic advising services and relevant resources for students.
• Strong customer service orientation, effective interpersonal skills to engage with students, staff, and faculty with professionalism and tact; excellent communication skills, both oral and written; discretion in handling confidential information.

Assets (Nonessential):

• Completion of Academic Advising Training Program
• Experience working with U of T and Faculty of Arts & Science undergraduate programs including the application of academic rules, procedures, and guidelines.
• Knowledge of the School of the Environment undergraduate programs and the Faculty of Arts & Science

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Multi-tasker
• Problem solver
• Team player

Closing Date: 08/07/2024, 11:59PM ET Employee Group: USW Appointment Type : Budget - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: USW Pay Band 12 - $79,874. with an annual step progression to a maximum of $102,147. 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.