Program Assistant - Jobs in Toronto, ON

Job Description

Date Posted: 08/30/2022Req ID: 27042Faculty/Division: Faculty of Arts & ScienceDepartment: Centre for EntrepreneurshipCampus: St. George (Downtown Toronto)Position Number: 00052368Description: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.In the Faculty of Arts & Science, the Centre for Entrepreneurship is the hub for innovation and entrepreneurship-related academic courses, co-curricular programs, and venture incubation and acceleration. The Centre works collaboratively with academic departments, college programs, centres, institutes and schools to serve undergraduate students, graduate students, faculty and alumni. It is built on six pillars of activity: research, academic courses, co-curricular programming, new venture creation, venture growth and scaling, and community engagement. A core component of its mandate is to build an entrepreneurial culture throughout Arts & Science by incorporating a central theme of instilling an entrepreneurial mindset and bias toward action. In 2023, the Centre for Entrepreneurship will be moving to its new dedicated space in the Schwartz Reisman Innovation Campus.Your opportunity:Reporting to the Executive Director, you will be a key member of the team taking a proactive approach to supporting student success and assisting with all aspects of academic and non-credit program coordination and administration. As a first point of contact, the incumbent will interact with a broad range of stakeholders, responding to inquiries from prospective and current program participant, providing program related information, coordinating and redirecting to other team members as appropriate. The incumbent will also administer the Centre’s academic courses working closely with the Office of the Faculty Registrar (OFR), course instructors and TAs.Your responsibilities will include:

• Providing detailed information to students on program and/or course requirements
• Acting as the first point of contact for general enquiries
• Scheduling committee meetings
• Writing routine documents and correspondence
• Determining logistical details and activities for events and/or programming
• Liaising with stakeholders to coordinate space and resource requirements
• Updating and maintaining records
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two (2) years recent and relevant experience in a client facing role working with post-graduate academic programs including applying and interpreting student related policies and procedures, providing program and course information and providing program support in recruitment, admission and internships etc.
• Experience administering process and policies in an academic environment.
• Experience reviewing documents/applications and checking for completeness.
• Experience organizing logistics of events/meetings with the ability to perform set up and close off.
• Experience working with database, and preparing/analyzing statistical reports.
• Exceptional ability to communicate effectively both verbally and in writing.
• Meticulous attention to detail and record keeping.
• Superior organizational skills and advanced diagnostics and data handling skills.
• Excellent front-line skills for communicating in-person, by phone, and email with a range of stakeholders, including international and domestic prospective/existing students, program industry partners, and academic faculty.
• Knowledge of graduate or similar related policies and procedures and proven experience in screening prospective candidates for eligibility for academic programs.
• Excellent time management skills including the ability to meet deadlines and customer service standards at peak times.
• Advance skills with MS Office, as well as with ROSI or related systems.
• Thorough knowledge of the academic policies, practices and procedures.
• Demonstrated organizational skills and ability to work accurately under pressure, multi-task, and prioritize and re-prioritize under frequently shifting circumstances.

To be successful in this role you will be:

• Accountable
• Approachable
• Communicator
• Efficient
• Multi-tasker
• Organized

Closing Date: 09/08/2022, 11:59PM ETEmployee Group: USWAppointment Type: Budget - ContinuingSchedule: Full-TimePay Scale Group & Hiring Zone:USW Pay Band 08 - $56,514 with an annual step progression to a maximum of $72,271. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.Job Category: Administrative / ManagerialLived Experience StatementCandidates 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.Quick Apply

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