Under the direction of the Academic Affairs Officer, the Graduate Academic Affairs Assistant role is responsible for the effective administration of graduate student academic appeals and academic honesty files submitted to the Faculty of Graduate Studies and provides supports the Faculty of Graduate Studies Appeals & Academic Honesty Committee (AAHC). The Graduate Academic Affairs Assistant is also responsible for responding to administrative questions related to graduate appeals and graduate academic honesty from 60+ graduate program offices across York University. The Graduate Academic Affairs Assistant role is fully knowledgeable in program requirements of graduate student appeals and academic honesty as they relate to the Faculty Calendar and Faculty and Senate - level policies and procedures. This role is also a resource contact for faculty, staff, external members (such as other universities and York University Graduate Student Association), and students who have procedural questions on graduate student appeals and academic honesty cases. The role provides confidential, administrative and research support to the Appeals and Academic Honesty Committee.
University degree or an equivalent of 4 years recent experience (defined as within the last five years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.
Two (2) years of recent related work experience, including demonstrated knowledge and experience understanding and applying policies and legislation, providing information on matters related to a standard set of academic regulations, knowledge of academic programming, administering/scheduling administrative processes and providing support, minute-taking, communicating decisions in writing, and interpreting documents related to academic programs.An understanding, knowledge and experience with academic programs, degree requirements, Faculty structures and academic regulations and policies is required.
Skills:Demonstrated skills and ability in the following areas:
- Excellent oral communication skill to elicit, interpret and summarize and relay information in a clear and concise manner
- Excellent written communication skills, including ability to draft communications
- Effective interpersonal skills including tact, diplomacy and discretion in handling highly sensitive information and communicating information and decisions to individuals
- Ability to exercise sound judgment in evaluating individual situations and solving problems
- Effective attention to detail. including accuracy for recording decisions, drafting rationales, verifying information and data entry)
- Ability to work independently in an environment of competing priorities and constant interruptions
- Able to exercise initiative and work as an effective member of a team to achieve and support unit goals
- Critical thinking, good decision-making skills, time management and organizational skills to simultaneously handle conflicting priorities, multi-task and meet deadlines
- Flexibility and adaptability to support the needs of a changing student body and to adapt to new or changing operational processes, procedures, and application tools
- Ability to maintain confidentiality and to deal courteously and effectively with difficult and sensitive situations
- Typing 45 wpm, accuracy essential. Minute-taking and word processing skills required
- Intermediate working knowledge of a variety of application software (e.g., MS. Word, Excel, Visio), web searching/navigation tools to research information via the Internet: electronic mail, schedulers, etc.
- Large, computerized records system - Students Information System, SIS or equivalent system of record
- Report writing skills
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. Hours of work: 8:30 am - 4:30 pm, Monday - Friday. Peak periods for this position: September - June. Vacation restriction: Peak periods.
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.
Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.