Undergraduate Assistant

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:02/09/2023
**Req ID**: 29639
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Linguistics
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00052374

**Description**:
**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.

Originating in 1967, the Department of Linguistics has become an integral part of an academic community that includes numerous linguistic colleagues throughout the University and in neighbouring universities. The core areas of research and teaching in the department include theoretical linguistics, language variation and psycholinguistics. As part of the University of Toronto, one of the world’s leading teaching and research universities, the members of the department have access to excellent resources on campus, including a comprehensive library.

**Your opportunity**:
The incumbent also maintains undergraduate files and records; maintains databases and prepares reports; manages/inputs change requests from instructors; gathers and summarizes information and feedback to support; enters and maintains information on Timetabling Tool, Course Information Systems, and otheronline platforms; disseminates information regarding events and student opportunities; liaises with Faculty Office and Colleges in obtaining and providing information on undergraduate matters, assists students, refers non-routine requests to the Associate Chair Undergraduate; assists the Associate Chair Undergraduate with special projects.

**Your responsibilities will include**:

- Scheduling appointments for prospective students, applicants, and current students to address individual needs
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Coordinating the preparation and distribution of program and/or course material
- Organizing course evaluations and student orientation material
- Tracking and monitoring degree and course change requests
- Collating and organizing data for various reports; generating reports
- Coordinating tasks for projects and other strategic initiatives with stakeholders
- Handling sensitive and/or confidential information

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum two years of recent and related front-line administrative experience providing customer service and/or academic support for an academic unit in a post-secondary environment
- Experience providing information to students and faculty in a timely manner on various academic questions and issues
- Experience providing administrative support, such as booking rooms, taking and distributing meeting minutes, sending deadline reminders, disseminating policy/procedural information, referring inquiries to the appropriate contact
- Experience providing academic program support, such as managing change requests from Instructors, disseminating information, inputting and updating course and timetable information across various platforms, providing support to instructors on Course Information Systems, and supporting processes for grades, course evaluations, petitions, enrollment, etc.
- Demonstrated experience supporting the logistics of student outreach initiatives, special events, and workshops to prospective and current undergraduate students
- Experience editing, verifying content, and formatting for correspondence, communications materials and other documentation across various mediums (print and online)
- Experience maintaining student and program records and files
- Experience gathering information and data, developing and maintaining databases, and creating reports
- Advanced skills in Microsoft Office Suite, virtual meeting software (Teams, Zoom), and content management systems
- Intermediate experience working with Quercus, Timetabling Tool, Degree Explorer, and ROSI/ROSI Express, or similar related student systems to enter data, retrieve information, and generate reports
- Familiarity with student services and student life at the University of Toronto
- A strong customer service orientation, and effective interpersonal skills to deal with students, staff and faculty with professionalism and tact
- Demonstrated judgment to work wit

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