Department Administrator - Jobs in Toronto, ON

Job Description

About Toronto MetropolitanAt the intersection of mind and action, Toronto Metropolitan University is on a transformative path to become Canada’s leading comprehensive innovation university. Integral to this path is the placement of equity, diversity and inclusion as fundamental to our institutional culture. Our current academic plan outlines each as core values and we work to embed them in all that we do.We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.In April 2022, the university announced our new name of Toronto Metropolitan University, which will be implemented in a phased approach. Learn more about our next chapter.The TeamThe Faculty of Arts connects academic excellence with relevant results, encouraging active and critical minds. We stimulate awareness for better understanding through examination of the past and present, both locally and globally. Through collaboration and inclusion – of diverse ideas, people, and cultures – we inform innovative policy and drive positive change for community and individual empowerment. The Faculty of Arts empowers students, graduates and faculty members to become local and global citizens, leaders who are catalysts for positive change in society and our communities.The OpportunityWe are seeking a passionate administrative professional to join the Department of English & Public Administration as a Department Administrator (DA). In this role, you will oversee and maintain efficient relations with the student body, faculty, academic offices, Toronro Metropolitan University communities and other partner institutions within the program; provide one-on-one guidance, academic counsel, advice, interpretation, administrative direction and academic support to programs, policies, processes and procedures to students. Provides overall administrative support to the program, the Chair, the Associate Dean / the Program Director, faculty and various administrative offices in order to facilitate smooth integration of students in various academic programs and promote the efficient delivery of the undergraduate program.Responsibilities

• Coordinates, monitors, administers and supports all administrative duties related specifically to the program including providing information and advice during recruitment, administering registration guidelines, coordinating and organizing BA thesis applications and presentations and supervisor authorizations for course actions to ensure that all undergraduate students experience smooth progress to graduation and to ensure efficient operation of the program.
• Coordinates all communications that are sent out to students, this includes keeping students informed of events, course/curriculum changes, pertinent university deadline dates (i.e. open enrollments, add/drop courses, apply to graduate, re-instatement, transfer credits, OSAP, etc.).
• Responsible for the development of key program promotional material and publications. This includes, but is not limited to: new student intake packages, summer update letter to students, assisting the Chair Associate Dean / Program Director in the updating of the ‘This is Ryerson document, University Fair information package for faculty and all other related promotional documents and publications. Highlighting/promoting student funding opportunities (scholarships, special awards, etc.)
• Provides day-to-day advising and assistance to students in interpreting university policies and procedures and applying general rules to their specific cases. Administers the registration process for incoming students who did not pre-register. Provides academic advising on the undergraduate program and program transfer options and process to current and potential students through various means of communication.
• Provides one-on-one academic counseling, guidance and academic advising regarding course registration, on-going curriculum advising, troubleshooting, grade change advising, course directives, course credits, transfer credits, complaints and appeals and requirements for meeting program curricula to improve the academic success of students both in the faculty and outside of the faculty pursuing an Arts minor. Directs students to on campus resources and services available to enhance academic performance. Advises students to determine appropriate courses to be taken for plans of study and negotiate other special requirements for probationary contracts.
• Analyses and recommends solutions to curriculum errors made by students to utilize credits to the students’ advantage and have them graduate on time via Course Directives / Substitutions and liaises with Curriculum Advising to finalize solutions. Monitors student progress within program, advising students, the Program Director, the Associate Dean and the Chair of problems as they arise. Prepares semester-end student standing summaries, arranges consultation meetings with students.
• Notifies students as appropriate on the graduation audit process; reviews and audits discrepancies, makes appropriate revisions and forwards to Evaluations; advises students who have not met requirements for graduation and provides all background material and information to the Program Director / the Associate Dean / the Chair.
• Oversees the student probationary process and makes related decisions, including retrieving and interpreting data from enrollment services, meeting with the students, explaining the probationary process and providing information on resources (e.g. workshops offered), developing probationary contracts that include course selection; update contracts on RAMSS; and submitting probationary reports and follow-up during the semester on student’s probationary process.
• Coordinates the recruitment and scheduling of final exam invigilators and part-time support staff to assist with special events and projects, assigns work as required. Coordinates and administers contracts in TAGA and payment in eAppoint.
• Facilitates the student appeals process by receiving and tracking all student appeals and liaising with the Department Appeals Committee. Coordinates the appeal process; collects and provides information as requested for decision making during the appeal process. Supports the Program Director, the Chair, the Associate Dean and/or the Appeals Committee with appeals and grade changes by coordinating re-evaluation and assisting in the preparation of reports; processes revisions and forwards to the Registrar, the Secretary of Senate and the Students Records Manager, as appropriate. Liaises on students' behalf, as necessary, with various administrative departments and offices within the Ryerson community and external bodies/partnered programs regarding student issues. Communicates regularly with relevant Student Services (e.g. financial aid, crisis counseling, etc.), prepares associated documentation. Responds and provides advice to queries from the students and directs them to appropriate places to gain further information and advice.
• Prepares all course and program curriculum forms for annual calendar submissions, maintains and updates the curriculum check-list for program students. Develops, and maintains currency of Student Handbook, as required by Senate policy. As directed, amends, updates, creates and administers course selection and registration guidelines and forms in accordance with departmental policies and guidelines. As programs evolve, amend / update or develop registration guidelines and procedures within the Department.
• As appropriate, monitors, updates and maintains the department website to provide information to current and prospective students regarding the undergraduate programs, department news, announcements and faculty profiles. Coordinates production of print and web materials on the program. Liaises with technical support to ensure information is accurate and integrity of the site maintained. Suggests and implements improvements.
• Provides faculty administrative support, including providing faculty with information on Ryerson policies and procedures, student-related issues such as academic standing, grade revisions, appeal processes, records maintenance, course outlines, liaising with Scheduling on exam request process, faculty course surveys verification, collective agreements, research assistant position posting / hiring, etc. Develops and maintains program specific databases and provides statistical information to the Chairs / Associate Dean and the Program Directors regarding student academic standings, enrollment numbers, alumni statistics, etc. as requested.
• Supports and works with the department Curriculum Committee and Area Groups (where applicable) and also attends program, and staff meetings in order to receive and share information and suggest work strategies and improvements.
• Develops implements and maintains internal office practices, systems and procedures for the efficient recording, storage and retrieval of student related information. Also oversees and maintains listserv and student database; tracking student program transfers, student appeals, academic standing, enrollment data tracking student registration and files. Job Title: Undergraduate Program Administrator
• Coordinates, plans, supports and acts as a program representative at various events. (e.g., Information Nights/Events for students, Discover Ryerson Days, University Fair, Awards Night, Student Orientation and Enrollment Workshops).
• Coordinates departmental Preview Day to host program applicants and coordinates alumni speakers, SAGA representatives, faculty, volunteers and guests.
• Plans, coordinates and oversees logistics of various program events or functions including program specific departmental and/or joint awards ceremonies, information sessions or focus group Initiatives; works with the Awards Committee to determine award winners in accordance with award criteria; provides documentation to Awards Office, award winners, donors and presenters; composes/drafts and prepares awards program publication and presentation material; coordinates catering, venue and all logistics for the event.
• Provides appropriate administrative support or acts as a resource for various departmental committees including Academic and Curriculum Committees, Communications & Development Committees,
• Events Planning Committees, etc.
• Liaises with course union to support its activities and internal processes.
• Provides general back-up support to the Department Administrator as required.
• Carries out additional related responsibilities of similar level as assigned.

QualificationsTo help us learn more about you, please provide a cover letter and resume describing how you meet the following required qualifications:

• Completion of a post-secondary degree program, preferably in Social Sciences, Humanities or 4 years ofspecialized training is required.
• A minimum of 3 years, less than 4 years of experience working in an academic environment, providingacademic advice and direction to a diverse student population, along with experience in composing a widerange of communication materials that support the student body and the program.

Additional InformationPosition Number(s) 20000367Reports To Manager, Departmental Administration, Office of the DeanVacancy Type TERMEmployee Group OPSEUStart Date ASAPEnd Date No End DateHours of Work 36.25Grade 11Salary Scale $66,620.63 - $79,548.49 (hiring range: $66,620.63 - 72,798.18)HR Advisor James MckayApplication Close Date October 26, 2022Qualified OPSEU candidates will be considered before members of other employee groups.Applicants who do not meet all of the posted qualifications may, upon the University’s sole discretion, be considered to fill a vacancy on an underfill basis.As part of the selection process, candidates may be required to complete an occupational assessment.Applications will only be accepted online through Toronto Metropolitan Universitys careersite.Toronto Metropolitan University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA), and aims to ensure that independence, dignity, integration and equality of opportunity are embedded in all aspects of the university culture.We will provide an accessible experience for applicants, students, employees, and members of the Toronto Metropolitan University community.We are committed to providing an inclusive and barrier-free work environment, beginning with the recruitment process. If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please contact hr@ryerson.ca. All information received in relation to accommodation will be kept confidential.Quick Apply

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