Date Posted: 07/16/2021
Req ID: 11721
Faculty/Division: Vice-Provost, Students
Department: Enrolment Services
Campus: St. George (Downtown Toronto)
The Support Services unit supports the admissions, financial aid and awards operations of Enrolment Services. Support Services has 3 main areas of operations itself: in-person enquiry, telephone enquiry - including a dedicated, student staffed, admissions Call Centre - and email enquiry. The enquiry functions provide the first point of contact for many clients (e.g. prospective applicants, applicants, teachers and parents) - as well as for current students andinternal university staff seeking information about all aspects of undergraduate admissions and general information regarding financial aid and student awards.
Under general supervision of the Manager, Client Services, the incumbent is responsible for providing administrative duties in the areas of general admissions, financial aid and awards. The incumbent responds to general student inquiries by phone, in person, or by generating routine email correspondence; referring complex enquiries as appropriate. As a member of the enquiry âintake teamâ, will contribute to documenting the nature and volume of enquiries, reporting on queries and service, and optimizing service delivery on the front line. The incumbent supports the business processes related to the assessment of admission and financial aid files.
Admissions and financial aid procedures include processing applications, collecting fees; checking documents for completeness and accuracy; data entry; screening applications against master files, and maintaining, checking and searching through automated and manual admission files. The incumbent prepares records, materials and documents for image processing to ensure secure data storage and accessibility through a computerized records management system. These functions range from working with electronic filing systems, including scanning, indexing and categorizing documents, data entry/coding of action, and verification of documents.
Your responsibilities will include:
Analyzing documents to assess and verify their authenticity
Updating and maintaining database records
Running queries to gather data
Updating and maintaining application information data
Acting as the first point of contact for general enquiries
Responding to enquiries within the defined scope of the role and redirecting as appropriate
Applying established standards to control the distribution of access to designated University spaces
College Diploma (2 years) or acceptable combination of equivalent experience
Minimumtwo (2) years general office experience, including work with record systems and office productivity tools (e.g. Word, Excel)
Previous customer focused experience in a high volume environment, preferably with students
Experience with a computerized records management system to identify, categorize, store, retrieve, and dispose of records
Experience with electronic imaging and storage processes
Experience with fast and accurate data entry
Computer skills and previouswork experience using several applications to include word processing, creating and manipulating spreadsheets, posting and navigating websites and data entry
Knowledge and experience in formatting documents and images
Knowledge of recordsmanagement concepts and best practices
Adapting to new software tools; Demonstrated ability to adapt to new procedures quickly and accurately
Service oriented with proven ability to communicate effectively with all levels of staff; Strongcustomer service skills; Ability to listen and answer enquiries in a timely and effective manner
Ability to develop effective relationships with students
Strong organizational and time management skills; Strong detail orientation to ensure accuracy
Ability to work in a high volume fast paced environment with accuracy; Demonstrated ability to work effectively under pressure
Ability to work both as a member of a team, independently, and with minimal supervision
Ability to maintain confidentiality relating to student privacy and challenging situations; Strong judgement and ability to maintain confidentiality of work related to information and materials
To be successful in this role you will be:
Closing Date: 08/06/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term. This is a TERM position, August 3, 2021 to August 5, 2022.
Schedule: Full-Time. Overtime on weekdays.
Pay Scale Group & Hiring Zone: USW Pay Band 06 - $49,137 with an annual step progression to a maximum of $62,836. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services