Program Assistant and Liaison

University of Toronto; Toronto; On-site; CAD 56,000 - 73,000; Full time

Job summary

The University of Toronto is seeking a Program Assistant and Liaison at OISE to provide administrative support in graduate programs. The role involves front line assistance for students, coordination of program logistics, and handling sensitive information. This full-time position offers competitive pay with opportunities for progression, appealing to individuals who excel in providing excellent customer service within an academic environment.

Qualifications

• Minimum two years of experience in graduate student services.
• Experience providing detailed information on study programs.
• Demonstrated experience with online courseware systems.

Responsibilities

• Provide detailed information to students on program requirements.
• Maintain graduate files and records.
• Generate reports and manage logistical details for events.

Skills

Interpersonal skills

Problem solving

Attention to detail

Organizational skills

Customer service

Communication skills

Education

Advanced College Diploma

Tools

MS Office 365

Quercus

Student information systems (ROSI)

Job description

Date Posted: 06/14/2023
Req ID: 32005
Faculty/Division: OISE
Department: Dept of Curriculum, Teaching & Learning
Campus: St. George (Downtown Toronto)
Position Number: 00025135

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto - Canada’s most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy. A unique place to work, learn and grow, OISE addresses current and emerging challenges with the scale, academic excellence and collaborativeenergy that few institutions in the world can claim.

The Department of Curriculum, Teaching and Learning is the largest of four departments at the Ontario Institute for Studies in Education (OISE). With a diverse community of tenured, research, and teaching stream faculty, the department offers a wide-range of graduate courses and programs relating to academic scholarship and professional practice.

Your opportunity:

Reporting to the Manager, AcademicPrograms, the Program Assistant and Liaison is involved in the administration of the graduate programs in the Department of Curriculum, Teaching and Learning. The incumbent will be responsible for providing front line assistance by acting as the first point of contact for students and visitors; providing detailed explanations to current and prospective graduate students by telephone, email, written correspondence and in person on a wide range of academic matters including program requirements and eligibility; responding to enquiries within the defined scope of the role and redirecting as appropriate; maintaining graduate files and records and generates reports; acts as secretary to committees by attending meetings as assigned, preparing agendas, taking notes and preparing and distributing minutes; determining logistical details and activities for events and/or programming; liaising with stakeholders to coordinate operations and resource requirements; and handling sensitive and/or confidential information.

Your responsibilities will include:

• Providing detailed information to students on program and/or course requirements
• Responding to enquiries within the defined scope of the role and redirecting asappropriate
• Keeping well-informed on policies, procedures and key regulatory deadlines
• Maintaining information on digital platforms including supporting a system that selects and matches students to a placement rotation
• Front lineassistance with course instructors and staff to ensure students receive support required for academic, practicum and/or placement accommodations
• Determining logistical details and activities for events and/or programming
• Generating reports
• Handling sensitive and/or confidential information and providing basic support and general referrals to individuals in distress

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of recent and relevant experience in graduate student services and program support in an academic setting.
• Experience providing front line student services and detailed information on programs of study and other related information.
• Experience with online courseware systems such as Quercus, including posting materials on the Web.
• Experience with coordinating program logistics, including course/exam timetabling,maintaining calendars, coordinating rooms assignments, and preparing documents and correspondence.
• Experience with student information systems such as ROSI.
• Experience developing and maintaining records and files.
• Demonstrated experience with organizing the logistics of events and workshops.
• Experience working with committees and providing administrative support, including taking minutes.
• Experience providing basic support and general referrals to individuals in distress.
• Experience working in a busy, fast-paced environment with a high volume of student inquiries.
• Demonstrated intermediate skills in MS Office 365 (Word, Excel, Power Point and Outlook); MS Teams, Zoom, SharePoint, as well online survey tools.
• Excellent interpersonal skills and communication skills (both verbal and written) and the ability to effectively communicate with students, staff and faculty.
• Strong skills working with databases, including data entry and preparing reports.
• Ability to create a welcoming environment for students and provide excellent customer service.
• Demonstrated excellent organizational and time management skills, attention to detail and accuracy; Strong analytical skills, professional manner, tact, diplomacy, ability to work well with all levels of faculty, staff and students.
• Accuracy and initiative in handling multiple priorities. Ability to meet deadlines and work independently.
• Demonstrated ability to handle conflicting priorities and deadlines; to interpret and advise on policy.
• Shows good problem solving skills, accuracy and the ability to meet multiple deadlines while working in an environment with interruptions.
• Knowledge of Faculty,School of Graduate Studies and University of Toronto regulations, practices, programs and admission requirements.
• Awareness and sensitivity to diversity issues.

To be successful in this role you will be:

• Accountable
• Approachable
• Diplomatic
• Organized
• Resourceful

Closing Date: 07/04/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $56,514 with an annual step progression to a maximum of $72,271. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services
Recruiter: Jennifer Tucker

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.

About the company

The University of Toronto is a public research university in Toronto, Ontario, Canada, located on the grounds that surround Queen's Park.

Notice

Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at [e-mail] or 407-000-0000.

Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.

An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report . NYC applicants may request an alternative process or accommodation at [e-mail] or 407-000-0000.