Registrarial & Program Assistant – University of Toronto

Title of the Job: Registrarial & Program Assistant

Location: Toronto, ON

Job Description: Date Posted: 10/03/2024
Req ID: 36342
Faculty/Division: Woodsworth College
Department: Woodsworth College
Campus: St. George (Downtown Toronto)
Position Number: 00056077Description: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.Founded in 1974, Woodsworth College has become a thriving community of more than 5,500 students. We celebrate excellence in a collegial setting and commit to promoting accessibility and equity. Our mission is to provide the best educational experience for a diverse student body, which includes a large number of part-time and non-traditional students. In addition to being a locus of student life, we sponsor a varietyof academic programs.Your opportunity:
Under the general direction of the Director, Access Programs and Registrarial Services, the Registrarial & Program Assistant acts as the first point of contact for general enquiries, schedules appointments for prospective students, applicants, and current students to address individual needs. The incumbent is respnsible for reviewing requests for completeness, tracking the submission of documents, booking advisingappointments, and coordinating room booking requests. They also coordinate the triaging and processing of petition and appeal requests.The incumbent assists in the administration of Woodsworth College academic programs. They are responsible for coordinating the the recruitment of TAs and course instructors, and supports the drafting of employment letters by using templates. They maintain and update online booking systems and websites and receives and passes on evaluation materials for review.The incumbent is responsible for undertaking a broad range of administrative activities in support of the Office of the Registrar including contributing to the creating and updating student records, preparing and disseminating course timetables, coordinating academic orientation sessions for newly admitted students, helping to plan and administer recruitment events including Fall Campus Day and welcome events.Your responsibilities will include:

• Acting as the first point of contact for general enquiriesResponding to enquiries within the defined scope of the role and redirecting as appropriate
• Scheduling appointments for prospective students, applicants, and current students toaddress individual needs
• Tracking and monitoring petitions and/or appeals requests
• Verifying the accuracy and completeness of documentsMaintaining course information on student information systems
• Collecting and organizing course and/or room requirements for scheduling
• Determining logistical details and activities for events and/or programmingEditing content for brochures, newsletters, websites and/or handbooks
• Maintaining information on digital platformsLiaising with others to coordinate the preparation and distribution of promotional/outreach materials.
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructorsPreparing draft employment letters using templates

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum two years of recent and related experience providing administrative support to academic programs in a post-secondary environment, including experience processing of employment letters, coordinating the processing of petition and appeal requests, booking advising appointments for students, maintaining and tracking student records and coordinating program events,
• Experience answering student petition and appeals enquiries, reviewing requests for completeness, and tracking submissions of petitions/ appeals
• Experience planning and coordinating the logistics of program events, including managing event registration and calendar
• Experience managing student records on ROSI, including creating student records, admitting students to programs, processing repeated course requests, processing re-registrations and manual registrations
• Experience in course scheduling, including booking classrooms and managing course timetables
• Experience with registration process including course and program registration, enrolment process and policies.
• Experiencedrafting employment contracts for TAs, course instructors, and USW casual employees with a strong understanding of CUPE Unit 1, Unit 3’s collective agreements, policies, procedures, and applicable legislated requirement
• Knowledge of University ofToronto policies and procedures, specifically related to petition and appeal requests, and registration
• Ability to understand and adhere to information, regulations and guidelines
• Strong time management skills with demonstrated ability toeffectively and efficiently handle multiple tasks and competing priorities
• Advanced and accurate data entry skills
• Excellent planning and organizational skills with regards to event planning and registration, and calendar management
• Strong front-line customer service skills within a high volume intake environment
• Excellent verbal and written communication skills
• Strong interpersonal skills, including the ability to exercising good judgment in dealing with students,applicants, faculty, staff and can work in a team environment
• Ability to deal knowledgeably, tactfully, courteously, patiently and professionally with a wide range of individuals from diverse backgrounds
• Demonstrated advanced skills in Microsoft Office Suite including Outlook, Word, Excel, Access, and PowerpointDemonstrated advanced skills in Microsoft Office Suite including Outlook, Word, Excel, Access, and Powerpoint

Assets (Nonessential):

• Knowledge of the Faculty of Arts and Science, its operational structure and student services is preferred

To be successful in this role you will be:

• Cooperative
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Problem solver

Note:This role is not currently eligible for a hybrid arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.Closing Date: 10/11/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial ServicesLived 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.

Company Name: University of Toronto

Salary: $66715 per year

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