Undergraduate Administrator (TERM)

Date Posted: 03/14/2025
Req ID: 42164
Faculty/Division: Faculty of Arts & Science
Department: Department of History
Campus: St. George (Downtown Toronto)
Position Number: 00012374

Note: This is for a TERM position ending in January 2026

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.

The Department of History at the University of Toronto is one of the largest and most prestigious history departments in North America, recognized for its expertiseand academic excellence. Ranked 6th among public universities worldwide and 4th in North America, the department is home to 51 distinguished faculty members and endowed chairs who contribute to a diverse range of historical research and teaching. Our faculty is supported by a dedicated administrative staff of eight, including the department manager. History fosters a supportive and collaborative environment built on respect, accountability and teamwork for students, staff and scholars. We believe in recognizing and valuing our employee’s contributions to the advancement of our goals while promoting a strong commitment to work-life balance.

Your opportunity:

Reporting to the Department Manager, and under general direction from the Undergraduate Associate Chair, the Undergraduate Administrator provides academic advising and academic administration in a high-volume office. The Undergraduate Administrator is the initial contact for all undergraduate student matters, including coordination of enrolment and registration procedures; preparation of course timetables and teaching assignments; coordination of final exams and the submission of final marks to the Faculty; identification of potential candidates for scholarships; preparing materials for departmental communications regarding the undergraduate program; maintaining the undergraduate section of the departmental website; maintaining databases and preparing reports on undergraduate admissions, enrolment, and related statistical data, maintaining undergraduate records and files. The Undergraduate Administrator organizes and executes undergraduate recruitment events. The Undergraduate Administrator coordinates the recruitment of teaching assistants and sessional lecturers for undergraduate courses.

Your responsibilities will include:

• Acting as first point of contact for all undergraduate program-related inquiries
• Advising students on academic and/or financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual's background
• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Screening and making referrals to academic advising and learning skills programs and other resources or services
• Maintaining information on digital platforms
• Analyzing course enrollment and waitlisted numbers and recommending alternatives to course availability, offerings, scheduling
• Reviewing and assessing student applications for admission into the program
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers, and/or stipend instructors

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum four (4) years’ of relevant experience in undergraduate program administration and advising students on academic matters including degree program requirements
• Experience working with undergraduate programs including the application of academic rules, procedures, and guidelines
• Experience working with ROSI/ACORN or an equivalent academic record system
• Experience coordinating the exam process, handling petitions, developing and maintaining records and files, coordinating calendar submissions, course scheduling and room assignments, developing and maintaining statistical data and providing administrative support to committees
• Knowledge of collective agreements including CUPE 3902 Unit 1 and Unit 3
• Proven understanding and application of equity, diversity, inclusion and access as applicable to post-secondary students; ability to identify both systemic and individual barriers to student success and helping students overcome them
• Strong judgment to make decisions involving the implementation of policy and to respond to student and faculty matters.
• Ability to develop and improve upon student recruitment strategies, including the design of recruitment material and the creation and delivery of presentations to prospective students
• Demonstrated initiative; demonstrated ability to work independently and in a team.
• Superior time management skills to meet competing deadlines, excellent prioritization skills to work efficiently in an environment with frequent interruptions, detail oriented and demonstrated accuracy in performing work
• Advanced skills in Office 365 (e.g., Word, Excel, SharePoint, OneDrive, Outlook, Teams), Adobe Acrobat, and content management systems
• Advanced skills in ROSI/ACORN, ROSI Express, Quercus, Degree Explorer, eMarks or an equivalent academic record system
• Familiarity with University’s academic advising services and relevant resources for students.
• Strong customer service orientation, effective interpersonal skills to engage with students, staff, and faculty with professionalism and tact; excellent communication skills, both oral and written; discretion in handling confidential information.

Assets (Nonessential):

• Experience working with U of T and Faculty of Arts & Science undergraduate programs including the application of academic rules, procedures, and guidelines.

To be successful in this role you willbe:

• Approachable
• Communicator
• Diplomatic
• Multi-tasker
• Problem solver
• Team player

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: 03/24/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term Note: This is a TERM position ending in January 2026
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

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.