Academic Program Specialist, Faculty of Arts
4 weeks ago
**Description**
The **Arts Admin Operations** within the **Faculty of Arts** is currently seeking a Full-time Staff Limited Term **Academic Program Specialist** for approximately 1 year.
The Faculty of Arts is home to highly motivated educators, researchers and students who have the critical and technical skills, as well as the creative knowledge and spirit, to make sense of our rapidly changing and increasingly globalized world. As the largest teaching faculty and the site of exceptional scholarly and creative activity, the Faculty of Arts is central to the Ahead of Tomorrow goals of sharpening our focus on research and scholarship, enriching the quality and breadth of learning, and integrating with the community. The Faculty is excited to offer a student experience and a commitment to citizenship, diversity and inclusion helps build a health and respectful campus culture for all. We are extremely confident in the excellence of our various programs, institutes and centres, and take great pride in the accomplishments of our students, faculty, staff and alumni.
The Faculty's student services and administrative services functions are delivered through five (5) operational pods serving 2-3 Departments/Schools each, and three (3) centralized units that serve the operational pods and the Faculty as a whole including: the Arts Student Centre (ASC), Arts Graduate Student Centre (AGSC), and the Business Operations Centre (BOC).
This 1 year limited term position reports to the Pod Manager and works closely with the Head, Undergraduate and Graduate Directors to support undergraduate and graduate programs in departments/Schools served by the pod. This position operates in a dynamic environment, characterized by the on-going development and evolution of new structures, programs, budgets, policies, and processes to support the respective units and the Pod The incumbent must be able to demonstrate exceptional ability to prioritize a multitude of tasks, managing time, meeting deadlines, and consistently delivering detailed and accurate work. This position also deals with routine and complex issues, providing advice and guidance to faculty members, other staff, and students.
The position requires the ability to use discretion, maintain professionalism, as well as tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability and capacity to work under pressure, managing multiple and concurrent deadlines, navigating shifting priorities and a high volume of work. In consultation with the Pod Manager, the incumbent will determine work priorities in alignment with established procedures and department/School goals and objectives.
This is a limited term full-time position and is part of the AUPE bargaining unit. Normal hours are 35 hours/week M - F. Peak work periods occur August-September, December-January and April-May, and overtime may be required to accommodate operational requirements. This position is required to work on campus with the potential of hybrid work. Occasional evening and/or weekend work may be required.
The Academic Program Specialist plays a crucial role in planning and coordinating both Undergraduate and Graduate programs and activities within their assigned program. This role also helps to foster a positive Undergraduate and Graduate student experience, promoting continuity between programs and facilitating communication between the Pod and Centralized Units. The position provides support for undergraduate and graduate programs in a manner consistent with the department's/School's goals and objectives, including the development of improved work practices. The scope of the position encompasses diverse tasks such as supporting calendar changes, timetabling, conducting data analysis and reporting, distribution of department/School awards, and general course support for the department/School as well as student communications for the Pod. The incumbent provides insight and recommendations for programs to facilitate successful day to day operation and ensures consistency and continuity of service as academic leadership changes. The position also serves as a pivotal role for communication and record keeping for program operations.
The incumbent must possess substantial knowledge for managing enrollment projections and analysis, timetabling, department/School specific policies and processes (e.g., course support) and all administrative operations related to these processes, and as such contributes to the development, implementation, and maintenance of processes relating to academic policies and procedures.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Works closely with the Pod Manager and leadership team of the departments/School to support graduate and undergraduate timetabling, including drafting course offering schedules, space allocation and timetable entry in PeopleSoft.
- Liaises with Scheduling on timetable rel
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