Student Services Assistant

Closes: December 5, 2022

Under the general direction of the Registrar and Director of Student Services, and in close collaboration with the Associate Registrars, provides support within the Office of the Registrar and Student Services. Provides detailed information about St. Michael’s College and the University of Toronto to prospective and current students and to the general public; interprets and explains St. Michael’s College and Faculty of Arts and Science policies and procedures to students; handles a heavy volume of enquiries at the front desk, by telephone and e-mail and other platforms as necessary; answers enquiries and provides information on admission requirements, degree requirements, course selection, program choice, registration, petitions, transfer credits, letters of permission, tuition, and OSAP to students; pre-screens student requests for advising appointments; produces letters of confirmation and processes and verifies (re)registration in a variety of forms; makes referrals to other services; plans and develops e-communications to students; participates in most college and university events; coordinates events and updates webpage; performs general office duties as required by the Registrar and Director of Student Services or delegate.

  • Department
    Office of the Registrar and Student Services — Supervised by: Director of Student Services & Registrar
  • Compensation
    $1,164.37 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: Student Services Assistant
    Supervisor: Director of Student Services & Registrar
    Hours: 9 a.m. to 5 p.m. (35 hours per week)
    Compensation: $1,164.37 per week
    Terms: Full-Time, Permanent
    Posting Date: November 21, 2022
    Closing Date: December 5, 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.

    POSITION SUMMARY

    Under the general direction of the Registrar and Director of Student Services, and in close collaboration with the Associate Registrars, provides support within the Office of the Registrar and Student Services. Provides detailed information about St. Michael’s College and the University of Toronto to prospective and current students and to the general public; interprets and explains St. Michael’s College and Faculty of Arts and Science policies and procedures to students; handles a heavy volume of enquiries at the front desk, by telephone and e-mail and other platforms as necessary; answers enquiries and provides information on admission requirements, degree requirements, course selection, program choice, registration, petitions, transfer credits, letters of permission, tuition, and OSAP to students; pre-screens student requests for advising appointments; produces letters of confirmation and processes and verifies (re)registration in a variety of forms; makes referrals to other services; plans and develops e-communications to students; participates in most college and university events; coordinates events and updates webpage; performs general office duties as required by the Registrar and Director of Student Services or delegate.


    JOB RESPONSIBILITIES

    • Responds to all student inquiries, including but not limited to the SMC undergraduate financial aid program, admissions inquiries, petitions, and college registration.
    • Assists the Assistant Registrar, Financial Aid and Admissions in reviewing undergraduate grant applications to ensure accuracy of information, and notes errors or omissions. Follows up with students regarding the status of their grant application.
    • Creates and manages applicant/student folders
    • Assesses student eligibility for the Canadian Pension Plan (CPP); verifies student status for various scholarship trust funds such as Registered Education Savings Plans and communicates with insurance companies on student eligibility. This often requires contact with students to explain the qualifications.
    • Assists in drafting and sending award letters/e-mails to students and other divisions of the University including but not limited to Letters of Permission, Entry to Canada, Registered Education Plans, and Scholarships.
    • Provides referrals to other services; advises prospective students and parents on admissions procedures and college choice; advises students on tuition and fee refund issues as well as interpreting tuition policies
    • Informs, assists and interprets transfer credit policies and decisions to students and advisors
    • Assists students understand and navigate the petitions process.
    • Provides information on the Calendar and Registration Handbook and Timetable to both first year and returning students.
    • Often investigates exceptions to policies and works with the Registrars to determine or clarify an interpretation or exception of a rule. Has authority to fix obvious errors.
    • Supports and provides back-up to the Assistant Registrars (Admissions and Financial Aid, Student Services, Recruitment) as required.
    • Updates the various web pages: Future Students, Student Services, Registrar and Student Services
    • Assists with the SMC recruitment effort, organizing and attending on campus events, and further assisting with off campus recruiting events, occasionally during non-regular office hours, under the direction of the Registrar.
    • Assists with communications in various social media channels including but not limited to the listserv to students, Twitter, Instagram, and others.
    • Serve as liaison with other departments on event-related matters (food services, facilities, conferences,)
    • Gathers, interprets, and maintains office statistics (email, student contacts, ROSI (Repository of Student Information) diagnostics, petitions, re-registrations, and others), preparing monthly reports for review of the Registrar and Director of Student Services.
    • Attends and participates in regularly scheduled Office Staff meetings.
    • Ensures that the Registrar is kept aware of topics that require attention.
    • Available for frequent and on-going contact with staff at USMC, Office of the Faculty Registrar, academic units, and support services.
    • Various administrative duties as needed, including but not limited to maintenance of ORSS (Office of the Registrar and Student Services) office statistics.
    Other

    • May be asked to assist with other office functions as required.
    • Participates in professional development activities in consultation with or as requested by supervisor.

    SKILLS/QUALIFICATIONS

    • One to three years working in a related, service-oriented capacity in a post-secondary environment, within a high volume of traffic environment.
    • University of Toronto experience preferred.
    • Working knowledge of ROSI/ACORN, Degree Explorer, Awards Explorer, Transfer Credit Explorer, CAT, Tableaux, Slate, and related features is a definite asset.
    • Demonstrated ability to work under pressure, meet deadlines, be flexible and work independently.
    • Ability to work well in a cross-cultural environment.
    • Excellent one-on-one and large group communication and presentation skills.
    • Skill establishing and maintaining effective working relationships
    • Demonstrated initiative.
    • Must possess and demonstrate attention to detail and provide proper interpretation or investigation of Arts and Science regulations; requires ability to use good judgment, tact, and diplomacy skills on a regular basis; will have some encounters with students in crisis.
    • Ability to compose brief, clear, and correct text in conventional English.
    • Ability to deal effectively and tactfully with students, administrators, employees, representatives of other educational institutions, agencies, and the public
    • Attention to detail, organized, articulate, conscientious, diplomatic; good listener; good judgment; reliability; service oriented with a friendly manner.
    • Experience creating, posting, and managing social media and web content
    • Ability to understand, interpret and apply complex policies and procedures.
    • Ability to use a personal computer, photocopier, scanner.
    • Ability to create and edit documents in Microsoft Suite in particular Excel, Word, and Power Point.
    • Ability to use various communication applications such as mail merge and others.
    • Time management under deadlines at busy times of year dealing with competing demands for attention.
    • Experience working with social media channels and ability to problem solve website problems/errors.

    EDUCATION

    University degree in any area, or college diploma/degree in any area.
    Related degrees and qualifications are considered an asset.

    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.

    As an employee of the University, you are required to abide by the Vaccination Guideline, which requires full vaccination against COVID-19 for all employees and students involved in any in-person activities on University premises, with the rare exception of those individuals who have University-approved exemptions from the vaccine requirement. Consequences for a violation of this Guideline may include prohibition from attending University premises, not being paid due to not being able to perform the duties of your position, and disciplinary action. The Guideline may be amended and/or the University may implement new measures arising from COVID-19 from time to time. You will be provided with further instruction on COVID-19 measures from time to time. For more information on the University’s COVID-19 vaccination requirements, please visit the Requirement to be Vaccinated page.

    If you require accessibility accommodation, please contact Human Resources at 416-926-7101 or hr.stmikes@utoronto.ca.