Undergraduate Officer and Program Promotions Coordinator

UNIVERSITY OF ST. MICHAEL’S COLLEGE

JOB OPPORTUNITY

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

POSITION SUMMARY

The Undergraduate Officer and Coordinator, Programs Promotion acts as the primary administrative liaison with the Faculty of Arts and Science in relation to the four undergraduate programs at St Michael’s (e.g. review of program requirements, timetabling, processing of new courses and program modifications, program admission). Working closely with the Principal and Vice President, they also act as the primary coordinator of College-based initiatives to promote the St. Mike’s programs, individual courses, undergraduate research events, and the academic identity of the College as a whole to College departments, to FAS, to UofT, to prospective and current students, and to the wider public. The incumbent provides crucial, thoroughly informed, and often complex academic administrative support to students and faculty (permanent and temporary) at the College and in the College-sponsored programs, including advising students on program-related matters when applicable. The role-holder is expected to take a proactive lead in recognizing opportunities for promotion in a variety of formats (including, but not limited to, the website, social media, initiatives involving on-campus visits) and to take a leadership role in helping to coordinate recruitment initiatives devised by the Office of the Principal and Vice-President in partnership with various departments across the University of St. Michael’s College.

DUTIES AND RESPONSIBILITIES

• Advise SMC and SMC program students on a wide range of academic matters such as rules and regulations of the Faculty, registration & enrolment, POSts (Programs of Study), degree requirements, admissions.
• Advise prospective, incoming, and current students on degree requirements for College Programs.
• Review program requirements and proposed course scheduling to proactively identify conflicts and resolve problems.
• Devise onboarding handbook for all new course instructors and TAs entering the program.
• 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 and provide front-line service to advisors and curriculum committee in regards to calendar changes for future years.
• Incorporate any and all changes to academic requirements in any given academic calendar year on Curriculum Management.

• Coordinate scheduling of undergraduate courses in consultation with program faculty and FAS.
• 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 students 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.
• Coordinate final exam schedule and submission of exams.
• 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 an SMC 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
• Work closely with the Principal and other stakeholders to devise a concerted academic recruitment plan for potential students (year 1 courses and academic supports) and incoming students to both SMC and the academic programs.

• Strategize and design recruitment material in various media (including but not limited to website, social media postings, program cards).
• Liaise with UofT and FAS recruitment teams to ensure promotion of SMC programs and academic initiatives.
• Liaise with SMC departments (e.g. Registrar’s office, Dean of Students, President’s Office) to promote academic- and program-facing events.
• Liaise with external stakeholders (e.g. school board representatives, teachers) to promote academic- and program-facing identity of the College.
• Attend and help to promote the academic identity of the College at identified recruitment/promotions events (e.g. Welcome Day, Fall Campus Day, etc.)

SKILLS & QUALIFICATIONS

• Ability to handle complex and often sensitive and confidential data.
• Excellent skills with word processing applications, Excel, Canva, WordPress.
• Excellent written and oral communication skills (position occasionally involves presentation and explanation of material to large groups of students/parents/faculty members/alumni).
• Excellent interpersonal skills demonstrating ability to interact with others of diverse backgrounds, to resolve non-personal complaints, to explain and interpret policy, to provide detailed explanations, and to negotiate across different stakeholder interests.
• Demonstrated independent and significant judgement and decision-making skills.
• Ability to manage others (e.g. work-study students) and to see multi-stakeholder projects through from beginning to middle to end.
• Ability to exercise diplomacy dealing with staff, students and external contacts.
• Ability to work collaboratively with other office staff, management and external stakeholders.
• Ability to maintain high concentration in periods of high stress and demand, often with competing deadlines.
• Ability to think creatively and collaboratively in order to facilitate new recruitment initiatives.

EDUCATION & EXPERIENCE

• Bachelor’s degree. Graduate degree preferred.
• Minimum of 3-4 years of administrative support in an academic setting dealing specifically with undergraduate students.
• Training in and full knowledge of UofT student advising processes and platforms (including SAS and ROSI) essential.

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.