Academic Programs Officer (Term)

Date Posted: 11/05/2024
Req ID: 40567
Faculty/Division: OISE
Department: Dept of Curriculum, Teaching & Learning
Campus: St. George (Downtown Toronto)
Position Number: 00053320

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 collaborative energy 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, Academic Programs, this position provides support in applying and communicating institutional policies and practices to students, staff and faculty including advising on the interpretation of academic regulations and its impact to student records, program completion timelines and assessments; advising on the appropriateness, precedents and process for petitions and appeals, and suggesting alternative course of action as necessary. This position holds departmental signing authority for grade submissions, routine petition for extensions, registration status changes; coordinates departmental grade collection and submissions for the ROSE office; coordinates course evaluations for the department; and advises students, faculty and staff on degree and program requirements, petitions, course enrolment and registration.

In addition, this position provides governance support which includes communicating and understanding of the policies, rules, regulations and guidelines, advice and formal secretariat support to meetings of CTL Council and its standing committees (e.g. Program Committee) ensuring governance bodies have the necessary information to engage in substantive discussions and to make informed decisions; implementing academic priorities and initiatives to enhance the student experience, and serves as a department liaison to centralized services.

This position is responsible for working closely with academic administrators to set the timetable for effective scheduling and room utilization for three programs. The incumbent is responsible for gaining an understanding of scheduling needs, collecting and analyzing classroom data and preparing statistical reports regarding enrollment trends and classroom utilization per academic session.

This position also contributes to student recruitment initiatives by conducting detailed data analysis from surveys, data and market trends, to inform recruitment strategies and plans, promoting programs at recruitment events and delivering presentations.

Your responsibilities will include:

• Advising staff on the interpretation of academic regulations and its impact to student records, program completion timelines and assessments
• Advising on the appropriateness, precedents and process for petitions and appeals, and suggesting alternative course of action as necessary
• Reviewing and approving changes to program requirements for general and exceptional cases
• Coordinating the submissionprocess of student grades/marks
• Analyzing, drafting and submitting course schedules and/or room allocations for approval
• Writing summaries of committee decisions
• Analyzing data to inform recruitment strategies and plans

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum four years' recent and relevant graduate program administrative experience in a post-secondary institution.
• Demonstrated experience in the following areas: course scheduling, governance; and student advising on navigating degree programs.
• Experience with scheduling processes, manipulation of data, working with databases and statistical analysis is required.
• Experience advising graduate students and faculty with relevant academic guidelines and procedures and other related information.
• Demonstrated experience in coordinating meetings, development of meeting agendas, productionof supporting documentation and minute taking.
• Demonstrated experience meeting deadlines in a fast paced, high volume environment with a focus on attention to detail.
• Experience running queries, data management and data analysis.
• Experience conducting presentations to a wide range of audiences and promoting programs.
• Experience working closely with university faculty and administration.
• Ability to analyze data (classroom/seat utilization) and understand the data and results in terms of resource needs is required.
• Advanced skills with MS 365 (Word, Excel, Access, and Outlook). Ability to learn new information and technology quickly and at a detailed level. Strong math skills are required.
• Advanced skills working with ROSI/ACORN or other related student information system.
• Excellent written and verbal communication skills. Excellent presentation skills.
• Excellent interpersonal and organizational skills; time management and project management skills are required.
• Strong client service orientation with the ability to interact with people from various levels and backgrounds in a tactful, professional and diplomatic manner.
• Excellent multi-tasking and coordination skills under high stress situations is required.
• Meticulous attention-to-detail and accuracy required.
• Ability to problem-solve and exercise initiative and judgment in the application and implementation of university and departmental policies and procedures.
• Ability to work independently and to prioritize work according to changing demands. Sound judgment, and maturity.
• High degree of initiative and motivation, a self-starter and a team player. Demonstrated personal commitment to responsiveness and integrity.

Assets (Nonessential):

• Familiarity with University structures, governance procedures, and University policies and procedures.

To be successful in this role you will be:

• Communicator
• Cooperative
• Meticulous
• Problem solver
• Procedural
• Self-directed

Notes: This is a term appointment ending August 22, 2025. 

Closing Date: 11/14/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
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
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.