Records and Support Services Assistant

2 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:11/06/2023
**Req ID**: 34832
**Faculty/Division**: VP & Provost
**Department**: Accessibility Services
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00049951

**Description**:
**About us**:
Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.

Within the Division of Student Life, the cluster of Student Life Programs and Services, supports students as they achieve personal, academic, career and civic goals. We engage students throughout their learning and development with the following units: Academic Success, Accessibility Services, Career Exploration & Education, Centre for Community Partnerships, Clubs & Leadership Development, Housing, Indigenous Student Services, Mentorship & Peer Programs, Multi-faith Centre, Orientation, Student Success, Transition & Engagement and TCard Services. Together with staff, faculty, students, alumni, employers and community partners, we provide an integrated and coherent path to success that reflects our students' diversity.

In support of U of T’s vision, Student Life Programs and Services is committed to creating diverse, accessible, inclusive and welcoming spaces of opportunity that foster deepened engagement, learning, personal growth, and identity development for all students. We are committed to embedding these principles into all the work we do, reducing barriers so that students from all backgrounds and lived experiences can feel a sense of belonging in the communities they find here.

To align with our strategic priorities, we encourage individuals from Black, Indigenous, and racialized communities to apply.

**Your opportunity**:
Reporting to the Intake Coordinator, the incumbent is responsible for but not limited to the management and maintenance of the Accessibility Services Student Archives including record storage and retrieval (on site), and making certain that those records are properly inventoried, stored, archived, retrieved, preserved and handled appropriately, and disposed of in accordance within UTARMS and Accessibility Services procedures and guidelines. The incumbent also supports the front desk as an initial point of contact for all students and visitors, providing a high level of customer service.

**Your responsibilities will include**:

- Analyzing documents to assess and verify their authenticity
- Verifying the accuracy and completeness of information
- Updating and maintaining database records
- Troubleshooting and resolving technical issues
- Acting as the first point of contact for general enquiries
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Providing detailed information on processes, policies, and procedures

**Essential Qualifications**:

- College Diploma (2 years) or an acceptable equivalent combination of education and experience.
- Minimum two years relevant experience in a front-line position working in a busy office environment; working with multiple data platforms, word processing and standard office equipment.
- Knowledge of and experience providing customer service to students with disabilities who use diverse communication styles and communicating with a variety of external sources (e.g. lawyers, healthcare providers and other university staff) required.
- Advanced computer skills, including proficiency with Microsoft Office (Word, Excel, PowerPoint, Access, and Outlook), spreadsheet and database management, Sharepoint, One Note and One Drive.
- Working knowledge of archival and records management principles and best practices, especially as related to digital records preservation/record keeping and traditional record-keeping systems.
- Demonstrated oral and written communication, with strong interpersonal skills to interact effectively with a diverse population of students with disabilities and diverse cultural backgrounds, faculty, staff, parents and external third parties, including healthcare providers and lawyers.
- Excellent organization and time management skills and demonstrated ability to adapt and re-prioritize workflow constantly to meet competing deadlines with a high degree of accuracy and impeccable attention to detail.

**To be successful in this role you will be**:

- Communicator
- Meticulous
- Multi-tasker
- Organized
- Procedural
- Team player

**Closing Date**: 11/15/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time **Occasional overtime as required.**
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Anita Chooraman

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