Undergraduate Assistant
University of Toronto
Toronto, ON
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 Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty comprise a unique blend of established intellectuals and early-career researchers. Our department members include numerous award-winning faculty with outstanding accomplishments and leading research within a field that requires critical thinkers who analyze, assess and problem solve.

Your opportunity:
Under direct supervision of the Undergraduate Administrator, the Undergraduate Assistant will provide day to day administrative and secretarial assistance to the Undergraduate Administrator and Associate Chair, Undergraduate, in the delivery and management of a wide range of undergraduate activities. Specific duties will include assisting with: arranging meetings and taking minutes when required; drafting and responding to standard queries related to the undergraduate program; updating and maintaining the undergraduate database; updating and maintaining undergraduate timetable throughout the academic year; the coordination and execution of all logistics related to the Backpack to Briefcase (B2B) events and other undergraduate outreach events.

The Undergraduate Assistant will also provide support to faculty members involved in the delivery of the undergraduate program and specific duties will include: booking rooms for tests, course markings and other undergraduate events; booking audio visual equipment when required; assisting with the book orders for the undergraduate courses; recording the receipt of all exams and delivery of such exams to the Faculty of Arts and Science exams office and preparing class/student lists as necessary.

Your responsibilities will include:
Providing detailed information to students on program and/or course requirements
Scheduling appointments for prospective students, applicants, and current students to address individual needs
Acting as the first point of contact for general enquiries
Troubleshooting timetabling and/or room booking conflicts
Writing routine documents and correspondence
Determining logistical details and activities for events and/or programming
Updating and maintaining records
Generating reports

Essential Qualifications:
Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum two years recent and related experience in a post-secondary environment providing administrative support with undergraduate student services and program administration.
Experience providing administrative support to undergraduate programs, including entering student data and preparing reports; coordinating room assignments; and maintaining files and records.
Demonstrated experience coordinating timetable schedules.
Experience working with ROSI or similar related student systems to enter data and retrieve information, including reports.
Experience providing front line customer/student service support.
Experience coordinating the logistics of meeting and events.
Experience maintaining and creating databases and statistical reports.
Experience taking minutes.
Demonstrated advanced computer skills, including Microsoft Office (e.g. Word, Excel, PowerPoint, Access, Outlook); database; Adobe Acrobat.
Demonstrated intermediate skills using ROSI or similar student information system.
Excellent communication (oral and written) and interpersonal skills with the ability to promptly respond to inquiries with clarity.
Excellent organizational and time management skills.
Excellent problem-solving, coordination and administrative skills.
Excellent time management skills including the ability to follow detailed instructions accurately, prioritize and deal with multiple tasks to ensure all deadlines are met.
Excellent interpersonal skills and customer skills including the ability to effectively interact with students, faculty, and the general public.

To be successful in this role you will be:
Team player

Travel: None

This is a term appointment ending March 2021.

A copy of the detailed job description is available upon request from the Faculty of Arts and Science HR Office by emailing: adminhr.artsci@utoronto.ca.

Employee Group: United Steelworkers (USW)

Appointment Type: Budget - Term

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 08 - $54,851 with an annual step progression to a maximum of $70,146. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field: Student Academic Experience

Job Posting: Oct 16, 2019

Job Closing: Oct 24, 2019, 10:59:00 PM