Program Secretary

1 week ago

Toronto, Canada York University Full time

**Purpose**:
The Program Secretary is an integral role in providing welcoming and knowledgeable front-line customer service to students, faculty and staff and other visitors to the School of Global Health. Reporting to the Operations Manager, School of Health Policy and Management (SHPM) and School of Global Health (SGH), the Program Secretary is responsible for providing front-line administrative and program support to the Undergraduate and Graduate Programs in the School of Global Health. This includes but is not limited to answering general inquiries regarding program policies, procedures, and degree requirements, maintaining student and program files, supporting various committees and processes including admissions, registrations, enrolments, grades, and providing general and course support to faculty, students, and potential applicants. The Program Secretary also provides administrative/secretarial support to the Director, Undergraduate Program Director (UPD) and Graduate Program Director (GPD) regarding various administrative functions in the School. The Program Secretary role supports the vision, mission, values and strategic direction of the Faculty of Health, School of Global Health, and York University. The role contributes to a positive, supportive, and student-focused team environment of high performance, respect, trust, collaboration, and continuous improvement, embraces diversity and fosters inclusion.

**Education**:
High School graduation with some post-secondary courses in office administration/secretarial or related courses.

**Experience**:
Two (2) years of administrative/secretarial experience, coordinating and scheduling administrative processes, providing front-line services, accurately maintaining computerized records, providing information to students on program and degree requirements, providing administrative and secretarial support, checking prerequisites, knowledge of admissions and enrolment policies and procedures in an academic environment. Experience and understanding of the requirements for undergraduate and graduate programs are required. Working knowledge of updating web pages, social media platforms and database/spreadsheets is required.

**Skills**:
Well-developed customer service and student-service skills.
Ability to communicate effectively with a diverse university student population and exercise tact, diplomacy and discretion when dealing with others, deal courteously and effectively with people.
Excellent planning, organizational and time management skills to cope with conflicting deadlines, multiple tasks, and constant interruptions.
Good judgement and ability to maintain confidentiality.
Effective verbal and written communication to obtain and relay information accurately with a strong attention to detail.
Ability to take and transcribe accurate meeting minutes.
Demonstrated ability to work independently as well as working effectively in a team.
Demonstrated initiative and ability to adapt to changing needs.
Effective file maintenance skills according to FIPPA regulations.Technical Skills Required:
Microsoft Office, Intermediate level Word and Excel for document and spreadsheet creation, updating, etc.
Ability to coordinate on-line calendar and event scheduling.
Knowledge of an on-line computerized records system (SIS) and similar database software.
Ability to conduct internet searches, update web pages and social media platforms and update database/spreadsheets.

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**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.**
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**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.**
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**PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.

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