Program Assistant

4 weeks ago

Toronto, Canada OCAD University Full time

Reporting to the Manager, Faculty of Design Office, the Program Assistant is responsible for providing first point of contact for the Faculty of Design Office and administrative assistance to Design Program Chairs, faculty and students, as well as providing general support for the Faculty of Design Office.

**Summary of Responsibilities**:

- Act as the initial point of contact for Design programs by responding to inquiries and requests for information, directing inquiries as appropriate; providing information to faculty and students
- Provide direct administrative support to the Program Chairs, including scheduling meetings and student appointments; preparing related background materials; preparing correspondence and reports; assisting in the research, documentation and assemblage required for the preparation of IQAP/CIDA reports and maintaining related files; accessing student files, transcripts and registration information as required
- Assist in the development and dissemination of information to external parties
- Administer the Faculty of Design Information page/course on Canvas Cloud
- Provide support to Design faculty in incorporating data and courseware on Canvas Cloud
- Administer and track Design faculty training and development
- Perform data collection and analysis related to Design faculty and programs
- Act as Design Office primary contact for such international initiatives as Design Study Abroad
- Research, prepare documents and input data under the direction of the Manager, Faculty of Design Office for: calendars; course descriptions; syllabi; budgets; faculty assignments; committee work; and special events/projects
- Assist in facilitating the Faculty of Design’s participation in Admission Interviews, Scholarships, the Graduate Exhibition, and other special events and competitions
- Access curricular and scheduling information through OCAD U website and portal, including Canvas Cloud, Colleague UI, Self-service (Student Planning), CROA reports, room bookings
- Working with other Faculty of Design Office staff, improve office procedures to increase efficiency, maintain confidentiality and balanced work flow
- Supervise Student Monitors hired for special events within the Faculty of Design, ensuring that relevant legislated training (e.g. health and safety, AODA, etc.) has been provided
- Develop and maintain accurate automated and manual filing systems
- Perform such general clerical duties as: photocopying; booking rooms; preparing and following up on work requests; processing incoming and outgoing mail; ordering office and photocopier supplies; and assisting with stocking and maintenance of the Faculty office’s photocopier
- Serve as secretary to departmental or University committees, as directed by the Manager, Faculty of Design Office
- Support the Manager in daily operations, special projects and other duties that contribute to the successful operation of the Faculty of Design Office

**Qualifications**:

- Post-secondary degree or equivalent, with three (3) years of administrative work experience, preferably in a post-secondary educational environment
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- Proven, in-depth, experience working with Canvas Cloud and/or Canvas (Legacy)in terms of incorporating data, developing courseware and training others on the system; familiarity with Colleague UI and Self-Service (Student Planning) or equivalent systems an asset
- Demonstrated project management skills pertaining to organizing international collaborations, special events, competitions
- Outstanding interpersonal, communication, and problem-solving skills
- Demonstrated attention to detail, and organizational skills, including the ability to juggle competing demands, prioritize tasks and meet deadlines
- Proven ability to take initiative and work both independently and participate collaboratively in a team environment
- Demonstrated commitment to the principles of equity and diversity, and experience promotion a respectful work and learning environment for students, staff and faculty
- Fluency in at least one additional language would be considered an asset

**Compensation**:Hiring Range - $47,259.83 to $54,056.84 per annum, commensurate with experience, plus benefits; Salary Range - $47,259.83 to $61,314.09 per annum.

**Hours of Work***:Total of 35 hours per week. The incumbent in this role will be expected to report to work on campus.

Please review the OCAD University’s Safety Measures for all up-to-date information regarding COVID-19 protocols.

OCAD University’s vaccine mandate will be in abeyance until further notice. However, to ensure continuity of teaching, learning and campus activities throughout the year, the University expects all students, staff and faculty to maintain up-to-date vaccination records.

**_We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire

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