The Faculty of Health is committed to creating positive change for our students, our communities, and the world around us through teaching and research excellence to keep more people healthier, longer. Through our six-degree programs, Global Health, Health Studies (Policy, Management and Informatics), Kinesiology & Health Science, Neuroscience, Nursing, Psychology, our commitment to excellence is demonstrated through our faculty members who are nationally and internationally recognized experts, through our leading edge research, and through local and international partnerships to improve health outcomes both locally and globally. In addition, students engage in experiential education opportunities to build their learning in a range of settings beyond the classroom. Reporting to the Operations Manager, School of Health Policy and Management (SHPM) and Global Health (SGH), the Program Secretary is primarily responsible for providing front-line administrative and program support to the Undergraduate and Graduate Programs in the School of Global Health. This includes but is not limited to answering general enquiries regarding program policies, procedures and degree requirements, maintaining student and program files, supporting various committees and processes (e.g., admissions, registrations, enrolments, grades), and providing general and course support to faculty, students, and potential applicants. The Program Secretary also provides secretarial/clerical assistance to the Director and Undergraduate Program Director (UPD) and with various administrative functions in the School.
Completion of a high school diploma plus one year of full-time post-secondary courses in office administration/secretarial training or an equivalent of high school plus 1-year recent related experience (defined as within the last 3 years) working in a post-secondary environment and performing similar tasks.
2 years' recent (within the last 5 years) experience in an undergraduate and/or graduate program providing front-line service, supporting administrative and academic processes and providing assistance with key program exercises. Experience must include working with academic regulations, policies, and procedures, supporting the Academic Honesty/Integrity process including minute taking, providing secretarial/clerical support. Working knowledge of updating web pages, social media platforms, Teams and updating database/spreadsheets is also required.
Skills:Demonstrated Skills Required:
Meticulous attention to detail
Working knowledge of undergraduate and graduate programs offered at York University
Dealing courteously and effectively with people
Obtaining and providing information in a clear and concise manner
Ability to work efficiently, effectively, and independently in a high-volume area, ability to multi-tasks and to apply creative problem solving
Ability to set priorities and meet deadlines
Excellent communication skills (oral and written), including minute taking
Ability to exercise excellent judgment and initiative
Ability to maintain confidentiality
Ability to deal with a wide range of contacts in a professional manner, using tact and diplomacy
Excellent planning and organizational skills
Adaptability, flexibility, and creativity
Effective file maintenance skills according to FIPPA regulations
Technical Skills Required:
Working knowledge of the following software packages: MS Word (intermediate) MS Excel (intermediate)
Working knowledge of email software (e.g., Outlook) and the coordination of calendar and event scheduling
Experience working with an on-line student information system (e.g., SIS)
Ability to conduct internet searches
Other: Must be reliable and punctual.
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
In order to be considered as an internal applicant, York University employees in the YUSA-1 bargaining unit must apply for jobs through the Employee Career Portal - YU Hire.
If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to apply for jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. this is referred to as the 'Posted Date' on the job the posting. This applies to YUSA-1 internal and YUSA-1 Concurrent postings. Please refer to the 'Posting Intent' on the job posting.
If not filled by an employee in the YUSA-1 bargaining unit, employees in the YUSA-2 bargaining unit who have applied within the first 5 days from the 'Posted Date' will be given preference.
The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.
We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.