Undergraduate & Graduate Program Administrator

Date Posted: 11/01/2024
Req ID: 40503
Faculty/Division: Faculty of Arts & Science
Department: Dept of East Asian Studies
Campus: St. George (Downtown Toronto)
Position Number: 00052513

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 Department of East Asian Studies continues some of the best traditions of East Asian studies with a critical combination of humanities approaches, and with a robust undergraduate student enrolment. Members of the department contribute to interdisciplinary research and teaching throughout the University, holding joint appointments with a variety of other departments within the University and the Royal Ontario Museum. Our department is located on the downtown campus of the University of Toronto at the heart of one of North America’s most cosmopolitan and exciting cities.

Your opportunity:

Under the direction of the Chair and with functional supervision from the Associate Chairs Undergraduate and Graduate, the incumbent is responsible for administrative matters relating to the undergraduate and graduate programs. This includes registration and enrolment, course offerings, graduate funding and scholarships, TA-ships, and the co-ordination of calendar materials. The incumbent will analyze current issues and problems and advise the Chair and academic coordinators on appropriate actions. The incumbent will also be responsible for advising students on academic matters, including program requirements and course selection.

Your responsibilities will include:

• Advising undergraduate and graduate 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 undergraduate and graduate students on the appropriateness, precedents and process for petitions and appeals, and suggesting alternative course of action as necessary
• Analyzing statistical information to inform undergraduate enrollment projections and planning
• Analyzing undergraduate course enrolment and waitlisted numbers to identify the need for additional lecture sections
• Analyzing and making recommendations on award funding allocation
• Providing detailed information to undergraduate and graduate students on program and/or course eligibility requirements, procedures, policies and deadlines
• Reviewing and assessing admissions applications; coordinating activities related to the preparation of annual graduate funding packages
• Directing the activities of the Undergraduate/Graduate Admin Assistant

Essential Qualifications:

• Bachelor's Degree or acceptable combination of education and recent and relevant experience.
• Minimum four (4) years’ relevant experience advising undergraduate students and providing senior administrative support to an undergraduate-heavy academic program.
• Experience in providing undergraduate program support, including administering course enrolment, assessing transfer credits, timetabling, course evaluations, grades, final exams, and petitions.
• Experience advising undergraduate and graduate students on academic and financial matters and providing detailed program information.
• Experience administering academic admissions processes, including evaluating applications and credentials, recommending applications for referral, and maintaining records.
• Experience interpreting and applying undergraduate policies, guidelines, and procedures, or equivalent; experience with University of Toronto, and Faculty of Arts & Science policies and guidelines are an asset.
• Demonstrated ability to advise faculty and TAs on undergraduate academic guidelines and procedures.
• Excellent verbal and written communication skills along with excellent interpersonal and student-facing skills.
• Strong presentation skills to prepare and deliver information sessions.
• Skills with Quercus/ROSI, Degree Explorer, Time Table Tool or comparable student systems to enter data, retrieve information, and generate reports.
• Advanced skills in MS Office 365 suite (Word, Excel, PowerPoint, Outlook, OneDrive), SharePoint, and Teams.
• Demonstrated leadership skills for guiding and providing supervision to others.
• Demonstrated ability to organize work and establish priorities in a flexible way, and to successfully meet deadlines with competing priorities and interruptions.
• Commitment to equity, diversity, and inclusion.

To be successful in this role you will be:

• Approachable
• Communicator
• Decisive
• Efficient
• Meticulous
• Problem solver

Closing Date: 11/12/2024, 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: Student Services

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.