Undergraduate Administrator

Date Posted: 09/24/2024
Req ID: 39838
Faculty/Division: Faculty of Arts & Science
Department: Department for the Study of Religion
Campus: St. George (Downtown Toronto)
Position Number: 00057201

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 for the Study of Religion (DSR) explores the way religions have grown and developed, how they have been understood and transformed, and how we can think about them with discipline in our religiously plural environment. Our programs enable students to grasp religion as a critical aspect of the varied cultures and philosophies of the world and the interactions among them. Our undergraduate course and program enrolments have grown dramatically over the past few years and strategic enrolment planning is key to our future success. Our location in one of the most religiously diverse cities in the world is an important resource and responsibility as we facilitate intellectually informed and publicly minded conversations on religion in the public sphere through research, university networks, public events, and student engagement.

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; coordinating classroom assignments; preparation of course timetables and teaching assignments; maintaining databases and preparing reports on undergraduate admissions, enrolment, waitlists, and related statistical data; maintaining undergraduate records and files; 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; liaising with the Religion Undergraduate Student Association The Undergraduate Administrator organizes and executes undergraduate recruitment events. In consultation with the director of the Associate Chair and the TA Coordinator, the Undergraduate Administrator coordinates the recruitment and hiring of teaching assistants and sessional lecturers for undergraduate courses. The successful candidate will be a team player who takes initiative and values collective success of the department over individual achievements.

Your responsibilities will include:

• Acting as the 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
• Providing data analysis of course enrolments, waitlists, course caps, priority enrolment indicators, and program enrolments in order to diagnose and anticipate enrolment trends; recommending alternatives to enhance and improve course availability, offerings, scheduling
• Coordinating the recruitment and hiring of teaching assistants, course instructors, sessional lecturers, and/or stipend instructors
• Screening and making referrals to academic advising and learning skills programs and other resources or services
• Maintaining information on digital platforms
• Communicating with faculty and course instructors regarding undergraduate curriculum over the academic year

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum four (4) years’ of relevant experience in undergraduate or graduate program administration, developing and maintaining statistical data, 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 tracking and developing data systems; pulling and presenting data; providing data analysis of curricular systems, such as course enrolments, waitlists, course caps, priority enrolment indicator, and program enrolments
• Experience with diagnosing and anticipating enrolment trends and with recommending alternatives to enhance and improve course availability, offerings, scheduling, and student experience
• Experience working with ROSI/ACORN, Degree Explorer, 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, and providing administrative support to committee
• Advanced skills in ROSI/ACORN, ROSI Express, Quercus, Degree Explorer, eMarks, Timetable Tool, Curriculum Management, TAships System
• Knowledge of and experience in executing collective agreements including CUPE 3902 Unit 1 and Unit 3
• Demonstrated ability to respond and anticipate issues related to hiring in a sensitive and professional manner
• 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
• 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
• Strong judgment to make decisions involving the implementation of policy and to respond to student and faculty matters.
• Demonstrated initiative; demonstrated ability to work independently and in a team with both staff and faculty administrators, and in consultation with staff in other departments/units, including registrarial services.
• Superior time management skills to meet competing deadlines, excellent prioritization of 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
• 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
• Knowledge of undergraduate programs and curriculum in the Department for the Study of Religion undergraduate programs and the Faculty of Arts & Science

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Multi-tasker
• Organized
• Problem solver
• Self-directed
• 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: 10/02/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
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.