Administration Team Lead

Description

The Undergraduate Science Centre in the Faculty of Science is currently seeking a Full-time Regular Administration Team Lead.

The Administration Team Lead's primary directive is to optimize the Faculty of Science timetabling and enrolment management process by working closely with the Manager, Undergraduate Science Experience, Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors to enhance the student academic experience.

In this position, there is a high degree of complexity, moderate to high stress and high impact of error as this individual is expected to perform at a fully proficient level. The work is driven by multiple deadlines and constant interruptions. This role has the responsibility for coordinating and supervising the daily work of the Undergraduate Administrative team acting as a mentor, and providing leadership, guidance and training.

This position reports to the Manager, Undergraduate Experience, with strong accountabilities to the Associate Dean (Undergraduate Programs and Student Affairs).

Summary of Key Responsibilities

Leadership, Training and Support:

• Support the Manager, Undergraduate Experience, Associate Dean (Undergraduate Programs and Student Affairs), department Associate Heads and Program Directors in making decisions related to undergraduate affairs by pulling data from advising and reporting systems (e.g. PeopleSoft, PowerBI and Tableau) and providing recommendations and analysis.
• Act as a role model, mentor, and coach to team of Undergraduate Administrators, dealing effectively with complex issues using expertise, judgement, and professionalism.
• Support ongoing training for Undergraduate Administrators (including both spontaneous training as questions arise and structured reviews of topics in staff meetings).
• Support all academic related processes of student support including timetabling, course outlines, academic misconduct, exam support, and course evaluations.
• Responsible for the workload coordination of the Undergraduate Administrative team.
• Act as a resource to departmental Associate Heads and Program Directors, including assisting in training and developing job aids.
• Initiate, develop, and implement administrative aids and support documentation for policies and curriculum changes.
• Support the Faculty of Science on institutional changes and system upgrades.
• Evaluate policies and procedures and make recommendations to the Manager, Undergraduate Experience, Associate Dean (Undergraduate Programs and Student Affairs) regarding changes to administrative practices.
• Participate as a contributing member on several Faculty of Science committees and university-wide committees.

Academic Calendar:

• Provide expert advice to departments and programs on proposed Calendar changes, including impacts, appropriate Calendar language, and systemization / implementation of changes.
• Acting member of the Faculty of Science Curriculum and Academic Review Committee (CARC).
• Assist the Associate Dean with the yearly calendar submission, including: receiving and reviewing information from the Faculty for calendar changes to courses and programs, preparing and submitting documentation for faculty approvals; compiling a yearly summary of all calendar changes, ensuring the change rationale is accurately captured.

Timetable Management and Support:

• Review course offerings within the Faculty of Science including reserve capacities, requisites, low enrollment courses, and scheduling conflicts.
• Work with departments to estimate course demand and identify course offerings which are out of line with demand.
• Assist in setting strategic enrollment capacities based on estimated demand.
• Research timetabling best practices and provide recommendations on process improvement.
• Provide timetabling training and support to department administrators.
• Maintain the timetabling information manual and participate in timetabling sessions/workshops offered by the Registrar's Office.

Other:

• Detailed reviews of student records to determine eligibility for awards and scholarships.
• Identify professional development needs and skill priorities; continue personal development, learning and training; keep current with post-secondary developments.

Qualifications / Requirements:

• Undergraduate degree required. Graduate study or a master's degree preferred.
• Minimum 5 years of experience within student affairs or program advising required.
• Minimum 2 years of experience in progressive leadership required.
• In-depth knowledge of academic calendar including the ability to interpret policies, procedures and regulations is an asset.
• Proficient in PeopleSoft, PowerBI data management required.
• Advanced Computer skills including MS Office Suite required.
• Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
• Excellent interpersonal and communications skills required.
• Proven organizational skills, multitasking and high attention to detail required.
• Ability to think critically and creatively under pressure while exercising good judgement and discretion required.
• Demonstrated ability to be resourceful, creative, innovative, and flexible required.
• Ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
• Previous experience with PeopleSoft - Student Administration is considered an asset.
• Knowledge of university policies and procedures associated with the portfolio supported is an asset.

Application Deadline: January 15, 2025