Date Posted: 07/30/2024
Req ID: 39010
Faculty/Division: Faculty of Applied Science & Engineering
Department: Div of Engineering Science
Campus: St. George (Downtown Toronto)
Position Number: 00040207

Description:

About us:

For over 80 years, the Division of Engineering Science has been a flagship program in the Faculty of Applied Science & Engineering. Our unique and academically rigorous program is defined by our critical mass of faculty with the knowledge, skills, vision, and judgment to produce leaders among their generation of engineers. We offer best practices in pedagogical delivery of engineering education and provide a platform for academic professionals to thrive in leading research across mathematics, science, and engineering.

Your opportunity:

Under the direction of the Manager of Finance and Administration, Division of Engineering Science, the Front-line Student Advisor and Office Administrator is responsible for:

Administrative & Financial Support: Provides executive assistance support to the Director for their own teaching, research, and administrative responsibilities, as well as administrative support to the Manager, Division Faculty and administrative staff as required. Duties will include scheduling meetings, arranging meeting logistics, resolving timetabling/scheduling issues for students in the division, coordinating reference letter requests, and maintaining multiple databases. The incumbent will coordinate course scheduling, including instructor assignments and collection of instructor teaching requirements. Additionally, the incumbent will be responsible for the thesis library, and student files, assistingin the generation of course materials; maintaining and processing invoices and reimbursements on FIS; ordering and maintaining office equipment and supplies, as well as equipment available for loan, and common spaces available for booking.

Front-line Student Advising: This role is the first point of contact at the reception desk for applicants, students, faculty and the general public; greets individuals as they arrive in the office and independently replies to all walk-in, telephone and email enquiries. The incumbent will provide front line advising to current and prospective students by communicating Faculty and University policies and regulations pertaining to academic advising and student services; facilitating educational transactions and answering general questions related to - course selection, student timetables, accommodation and accessibility services, on dropping/adding classes, withdrawing, graduation requirements, degree explorer, etc.; providing general information on academic policies and special services including academic remediation, admission, courses of study, and registration; supporting the planning and delivery of events (e.g. Orientation events, student events, recruitment events, alumni dinner, spring reunion).

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Providing detailed explanations and demonstrating procedures to students and/or employees.
• Scheduling appointments for prospective students, applicants, and current students to address individual needs.
• Handling sensitive and/or confidential information.
• Determining logistical details and activities for events and/or programming.
• Updating and maintaining database records.
• Analyzing administrative processes and procedures and recommending changes for improvement.
• Providing basic support and general referrals to individuals in distress.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum of 2 years of working experience in an educational environment.
• Must have experience in providing frontline student support services in a post-secondary institution.
• Must have experience in scheduling, planning and creating customized timetables for students.
• Experience with FIS, ROSI, DCU or similar financial information system, student information system, and scheduling/timetabling database.
• Proven success in dealing effectively with prospective and current students and addressing a wide variety of issues and concerns including but not limited to responding to accessibility and accommodation inquiries.
• Ability to understand, interpret and apply procedures, policies, and guidelines; coordinate information and arrangements with minimum oversight.
• Experience in providing operations and facilities infrastructure support.
• Experience with procurement, invoice and expense reimbursement processes.
• Proven ability to make sound judgments and to anticipate the complexity of student problems and provide appropriate options and solutions in a timely manner.
• Ability to use tact and diplomacy, particularly when dealing with sensitive or confidential information.
• Ability to deal effectively, professionally, and personably with a multi-cultural, international and diverse pool of students, applicants, faculty and staff.
• Ability to prioritize competing demands and exercise and a high degree of initiative.
• Ability to work well under pressure, organize work, establish priorities, and meet deadlines.
• Proven ability to deal with matters of extreme sensitivity and confidentiality.
• High degree of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Intermediate skills with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as a team member while eliciting cooperation from a wide variety of sources, including faculty, management, staff and students.
• Demonstrated commitment to equity, diversity, inclusion and the promotions of a respectful and collegial learning and working environment.

Assets (Nonessential):

• Familiarity with University and Faculty of Applied Science and Engineering procedures, regulations, and program offerings.

To be successful in this role you will be:

• Accountable
• Organized
• Possess a positive attitude
• Problem solver
• Resourceful
• Team player

Closing Date: 08/09/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. 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.