Recruitment Process Coordinator

Date Posted: 09/30/2024
Req ID: 39905
Faculty/Division: UofT Scarborough
Department: UTSC: Tri-Campus Co-op Partnership (TCP), Arts & Science Co-op
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00057178

Description:

About us:

The University of Toronto has committed to an expansion of experiential learning opportunities for students, to enhance both the student learning experience and the University’s ability to support broader community and societal needs. Each of U of T’s three campuses are directing significant resources and energy into expanding experiential learning, particularly work integrated learning (WIL) programming such as co-op and internships. Our goal is to ensure our graduates remain amongst the most employable in the world.

The Faculty of Applied Science & Engineering’s Professional Experience Year (PEY) Co-op, the Faculty of Art & Science’s Arts & Science Internship Program (ASIP), the University of Toronto Scarborough’s Arts & Science Co-op and Management Co-op programs and the new UTM Co-op Internship program facilitate co-op and internship opportunities for more than 3,500 students from over 100 academic programs annually. These programs allow students to apply their academic learning in a real-world context, build valuable professional networks and skills, and explore career options. The five programs have formed a unique collaborative partnership called U of T Co-op that amplifies the strengths of the five programs, provides a seamless recruiting experience for employers, and expand the depth and breadth of work term opportunities available to U of T Co-op students.

The U of T Co-op Hub team is a centralized group that supports all co-op programs included in the partnership. With a tri-campus mandate, the team travels occasionally to the three campuses, working collaboratively with partners across the University. The department is administratively housed at the Scarborough campus, however, supports all U of T Co-op programs equally as part of the tri-campus mandate.

This search aligns  with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Working under the direction of the Director, Tri-Campus Co-op Partnership (TCP),the incumbent is part of the new U of T Co-op Operations Hub which centrally supports the co-op student hiring process for all of the U of T Co-op programs. The Recruitment Process Coordinator provides logistical support to our employer partners as they move through the co-op hiring process and is an important part of the employer’s client support team along with their external relations colleagues. Providing excellence in customer service, the incumbent ensures that the employer’s experience is seamless and positive, helping to make U of T every employer’s destination of choice when choosing where to recruit co-op students.

The Recruitment Process Coordinator will be responsible for overseeing the logistics of the co-op student hiring process for their assigned employers and ensuring that their corresponding external relations colleagues are well-informed on key strategic and partnership matters. The incumbent will vet and approve the co-op postings submitted by employers, ensure they are posted in a timely manner for co-op students to apply to in our shared system, alert the employer when and how student applications can be reviewed, arrange interviews, coordinate offers and complete all documentation needed in our shared system. In essence, the incumbent will be responsible for all communication and steps to encourage and facilitate the employers’ posting(s) to efficiently move through the process to the ultimate outcome, a co-op student being hired.

Together with their Operations Hub colleagues, the incumbent will monitor shared inboxes, respond to inquiries within their scope and triage other inquiries to teams across U of T Co-op. This includes monitoring inquiries from prospective employers and quickly distributing them to the appropriate external relations colleagues for expedient follow up.

Working together with colleagues from five different programs and with many employers to support, the incumbent will thrive in a collaborative, team-oriented and fast-paced environment with a lot of moving parts. The incumbent will have very strong attention to detail and use their time management skills to work efficiently to keep all their tasks well-coordinated, organized and communicated. As a team player, the incumbent will support their other Operations Hub and U of T Co-op Hub colleagues during peak periods to ensure that everyone is supported and processes flow efficiently.

Your responsibilities will include:

• Providing detailed information on processes, policies, and procedures
• Liaising with contacts to ensure consistent administration procedures are followed
• Strengthening relationships with stakeholders and partners of strategic importance
• Liaising with stakeholders regarding service requests
• Creating and updating job postings in the database
• Coordinating interview schedules
• Updating and maintaining records
• Keeping well-informed on University programs, policies and procedures

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience; education in Business Administration, Arts, Humanities, and Social Sciences preferred
• Minimum three years.
• Minimum of three (3) years of recent and related experience in a fast-paced client-facing customer service role involving client interaction, administration, record management and database administration for multiple tasks and multiple stakeholders with varying expectations.
• Demonstrated experience working with a database and/or customer relationship management software, including data manipulation and reporting skills; advanced skills in Microsoft Excel required. Experience with Symplicity’s CSM platforms preferred.
• Very strong ability to deliver excellence in customer service including delivering on time, friendly and supportive service to external partners and internal stakeholders.
• Must be able to stay organized when there are a lot of moving parts, multi-task, prioritize and meet deadlines while still exercising accuracy and keen attention-to-detail.
• Excellent and cordial written and verbal communication skills.
• Ability to work under time constraints and workload pressures while maintaining sound judgment, tact, diplomacy, discretion, confidentiality and professionalism when dealing with employer partners, staff, students, faculty and leadership.
• Proficiency with Microsoft Office Suite as well as the ability to adapt to and learn new technologies.
• Demonstrated ability to coordinate efficient administrative processes and to maintain electronic filing systems.
• Proven ability to evaluate existing processes and provide constructive solutions for improvements that would better support service standards and add value to stakeholder experience.
• Demonstrated behavior that indicates personal commitment to innovation, teamwork, flexibility, initiative, and integrity.
• Experience in a postsecondary environment working in co-operative education departments, experiential learning and/or career services.
• Ability to work collaboratively and collegially in a team environment and maintain productive and respectful working relationships with all stakeholders demonstrating proven regard for stakeholder experience.
• Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential):

• Experience working with Salesforce

To be successful in this role you will be:

• Courteous
• Efficient
• Meticulous
• Organized
• Responsible
• Tactful
• Team player

Note:

• A full job description is available upon request from the UTSC HR Office.
• This role is 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: 10/08/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. 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.