Assistant to the Dean of Students, Senior Administration Coordinator

Date Posted: 11/25/2024
Req ID: 40822
Faculty/Division: University College
Department: Dean of Students
Campus: St. George (Downtown Toronto)
Position Number: 00038530

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.

University College is the founding college of the University of Toronto. Our welcoming community is built on traditions of openness, inclusivity and diversity. Our student programs address issues of social justice from a variety of perspectives and help students develop the skills to apply what they learn in the classroom to the world around them. We are also home to professors committed to undergraduate education from a range of disciplines, who are leading researchers in their fields. Students, faculty, staff and alumni at University College work together to ensure that all thrive in our vibrant community.

Your opportunity:

The Assistant to the Dean of Students, Senior Administration Coordinator reports to the Dean of Students and is responsible for developing, planning, coordinating and implementing the operations, administration and information technology (IT) and database systems of the Office of the Dean of Students at University College. The incumbent is responsible for developing and implementing new programs and initiatives independently; coordinating residence administration including admissions, room assignments, off-campus student support programs, management of student activity spaces, residential and off-campus meal plans; and overseeing the maintenance of student and financial records. The incumbent is responsible for supervising a group of staff appointed employees; supervising and handling of Dons’ and residents’ board accounts; managing student requests and complaints; and liaising with external service providers.

The incumbent is also responsible for coordinating IT/database systems in the area of student life regarding residences, residence admissions and operations, food services (e.g. online menu and mobile app); database management of food/meal plans; liaising with FAS IT staff to provide computer and network support and ensuring appropriate implementation of internet usage policy, reviewing, reconciling and submitting invoices to the accounting department, calculating appropriate charges to students, and ensuring compliance with all university policies. The incumbent coordinates all student communication activities for the Office of the Dean of Students, including the development and maintenance of residence/student life website, design and production of print materials. Based on the incumbents close contact with the students and staff, the Assistant to the Dean, Senior Administration Coordinator consults with the Dean of Students regarding problem resolution and policies/procedures.

Your responsibilities will include:

• Developing and implementing new programs and initiatives independently

• Planning and overseeing the implementation of an evaluation framework for programs and initiatives

• Conducting detailed analysis on program efficiency and student learning outcomes to inform program planning activities

• Analyzing processes and recommending changes for more efficient coordination of operations

• Interpreting and applying policies and procedures when making independent decisions

• Planning components of projects

• Designing and optimizing databases

• Serving as a resource on specific issues to a group of specialists

Essential Qualifications:

• Bachelor's Degree or acceptable combination of education and equivalent experience.

• Minimum five (5) years working in university student life or residence setting.

• Demonstrated  experience developing and implementing new programs and initiatives independently.

• Demonstrated experience assessing needs and contributing to the development of business systems for student life.

• Demonstrated experience working with undergraduate students are essential including counselling and interpreting policies and procedures.

• Demonstrated experience working with financial, operational, human relations, supervision, and administration in an undergraduate residence community.

• Demonstrated experience with building operations, coordinating meal plans and room assignments and handling student payment records.

• Demonstrated experience with managing a busy administrative office and developing guidelines and procedures.

• Demonstrated experience with coordinating communication activities, preferably student activities including developing and maintaining websites, working with social media and developing promotional/informational material.

• Demonstrated experience in coaching and mentoring of student leaders and staff. 

• Experience working with ROSI or other student related databases.

• Experience skills with StarRez or a comparable system.

• Advanced computer skills in Excel, Word, and databases.

• Excellent oral and written communication skills and interpersonal skills.

• Excellent problem-solving and negotiation skills.

• Excellent time management and organizational skills.

• Effective counselling and conflict resolution skills are essential.

To be successful in this role you will be:

• Organized

• Problem solver

• Self-directed

• Tactful

• Team player

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline

Closing Date: 12/03/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Ancillary Operations 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 14 -- $90,056. with an annual step progression to a maximum of $115,169. 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.