Administrative Assistant II (Program Administrator)

Closes: October 7, 2022

The Administrative Assistant II (Program Administrator) provides administrative support to students and academics in the Office of the Principal & Vice-President. The incumbent is responsible for the interpretation of academic policies and procedures as they relate to the College’s sponsored programs including: SMC One, Book and Media Studies, Celtic Studies, Christianity and Culture, and Medieval Studies. Duties include student advising, program coordination, event planning and frequent communication with students and academics.

  • Department
    Office of the Principal — Supervised by: Director, Office of the Principal
  • Compensation
    $ 1,285.62 per week
  • Hours
    35 hours per week
  • How to Apply
    hr.stmikes@utoronto.ca
  • Terms

    UNIVERSITY OF ST. MICHAEL’S COLLEGE JOB OPPORTUNITY

    This position is covered by United Steelworkers “All Employee” Bargaining Unit

    Position Title: Administrative Assistant II (Program Administrator)

    Department: Office of the Principal & Vice-President

    Supervisor Director, Office of the Principal

    Hours: 35 hours per week

    Terms: Term Vacancy (12 months)

    Compensation: $ 1,285.62 per week

    Posting Date: September 23, 2022

    Closing Date: October 7, 2022

    Apply to: hr.stmikes@utoronto.ca Attention: Human Resources (please include position title in subject line of email when submitting resume and cover letter)

    PROFILE

    The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology and one of the busiest and most important libraries on the University of Toronto campus.

    Summary:

    The Administrative Assistant II (Program Administrator) provides administrative support to students and academics in the Office of the Principal & Vice-President. The incumbent is responsible for the interpretation of academic policies and procedures as they relate to the College’s sponsored programs including: SMC One, Book and Media Studies, Celtic Studies, Christianity and Culture, and Medieval Studies. Duties include student advising, program coordination, event planning and frequent communication with students and academics.

    Duties and Responsibilities:

    · Provide administrative support to the Office of the Principal & Vice-President

    · Performs administrative functions for the College Programs including interpreting and implementing policies and procedures

    · Counsel students on a wide range of academic matters such as rules and regulations of the Faculty, registration & enrolment, POSts (Programs of Study), admissions

    · Advise students on degree requirements for College Programs

    · Work with individual students and advisors to help students understand and interpret their degree requirements and advise them on what they may be missing

    · Update student records and confirm qualifications for graduation on Degree Explorer

    · Work with the Program Coordinators to ensure that all Program of Study Assessments (POSAs) are completed and accurate

    · Assist Program Coordinators in dealing with all aspects of Academic Progression

    · Coordinate preparation of calendar material

    · Incorporate any and all changes to academic requirements in any given academic calendar year on Curriculum Management

    · Provide front line service to advisors and curriculum committee in regards to calendar changes for future years

    · Act as a liaison to ensure that the Program Coordinators are working from the most current information and work on the FAS system from the onset to the final approval of curricular changes to ensure accuracy

    · Respond promptly to the FAS deadlines with regard to undergraduate course scheduling

    · Review program requirements and proposed course scheduling to proactively identify conflicts and resolve problems

    · Coordinate scheduling of undergraduate courses by attempting to coordinate the wishes of the instructors and the demands of the FAS

    · Prepare and submit Schedule of Classes data which includes the courses being taught and enrollment limits for each course

    · Act as a liaison between the FAS’s Scheduling office and other timetable reps on campus to prevent/correct any timetable conflicts or associated problems as they arise

    · Load instructors information on ROSI Express

    · Load decisions on ROSI for student s who have applied to a Type 2 subject POSt(s) offered by us during the first round of subject POSt enrolment and during second round

    · Enroll Students in Independent Studies

    · Oversee the submission undergraduate grades to the FAS’s office each term

    · Advise FAS of any coding issues or errors on Degree Explorer

    · Update the Office of the Faculty Registrar if there are any changes in our unit (i.e change contact info on website , grant access to Degree Explorer)

    · Act as a liaison with the Centre for International Experience with requests from international students who are interested in taking courses with our College Programs

    · Coordinate the Annual Christianity and the Arts Lecture

    · Design posters and bookmarks as required

    · Promote event to staff, faculty, students and appropriate targeted audiences via direct mail, email and social media

    · Responsible for event logistics including room scheduling, space and a/v setup, registrations and other logistics as necessary

    · Arrange accommodation if required as well as arrange financial reimbursement

    Qualifications and Skills:

    · University degree or acceptable equivalent combination of education and experience

    · Minimum of 5 years of administrative support preferably in an academic setting dealing specifically with undergraduate students

    · Ability to interpret complex policies such as curriculum, plagiarism, academic misconducts for undergraduate Programs

    · Experience in an academic environment with knowledge of university practices with ability to interpret and apply complex university policies and procedures

    · Experience in with computer applications, including word processing, spreadsheets, databases, and website editing

    · Experience in supporting faculty and working in a student service environment

    · Demonstrate high level of attention to details and accuracy

    · Excellent interpersonal skills

    · Excellent written and oral communication skills

    · Demonstrated self-directed and independent problem-solving work experience

    · Ability to exercise diplomacy dealing with staff, students and external contacts

    · Excellent interpersonal skills exercising professionalism and discretion at all times

    · Ability to work collaboratively with other office staff, management and external stakeholders

    As an employee of the University, you must be fully vaccinated to be able to attend and perform duties on University premises as required, even if some or all of your duties can be performed remotely. To read about our exemptions please visit our Guidelines on Vaccination.

    We thank all applicants for their interest. Only those considered for an interview will be contacted.

    The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

    All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

    If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.