Graduate Office Assistant

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:10/31/2023
**Req ID**: 34732
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Computer Science
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00050273

**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.

Established in 1964, the Department of Computer Science is ranked among the top computer science departments in the world. Our faculty have been presented with a wide variety of honours and awards over the years, including the Turing Award, and many other national and international honours. We provide diverse programs and research opportunities while consistently producing high-impact research that is among the most highly cited in computer science.

**Your opportunity**:
Under the direction of the Associate Director, Graduate Academic Services, this position provides front-line administrative support for the graduate program in the Department of Computer Science.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Writing routine documents and correspondence
- Determining logístical details and activities for events and/or programming
- Handling sensitive and/or confidential information
- Updating and maintaining records and files
- Collating and organizing data for various reports
- Providing basic support and general referrals to individuals in distress

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of recent and equivalent experience.
- Minimum two years of recent and related experience providing front-line administrative support to faculty and students in a graduate academic environment.
- Experience working directly with students to provide program and student services information, including admissions, registration, course enrollment, degree requirements, awards, and final exams.
- Experience preparing and updating content for websites, newsletters, digital platforms, and student handbooks.
- Experience preparing original correspondence.
- Demonstrated experience supporting the logistics of student outreach initiatives, special events, workshops, and other programming for currentand prospective students.
- Experience developing and maintaining databases and filing systems; experience compiling data from various sources for reports.
- Working knowledge of Quercus, ROSI, ROSI Express, eMarks, or similar related systemsto enter data, retrieve information, and generate reports.
- Demonstrated advanced proficiency in Microsoft Office, database management, and content management systems.
- Excellent verbal and written communication and interpersonal skills.
- Demonstrated strong client service orientation and ability to communicate with students, faculty, staff, and the general public with tact, diplomacy, and discretion.
- Demonstrated ability to exercise superior organization, attention to detail, and time management skills.
- Ability to exercise initiative and judgment, organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.

**Assets (Nonessential)**:

- Knowledge of and familiarity with graduate programs in the Department of Computer Science.
- Experience working with academic programs, practices, and procedures, including SGS practices and procedures, and the University of Toronto fees schedules.

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

- Accountable
- Communicator
- Multi-tasker
- Organized
- Proactive
- Team player

This role is currently eligible for a hybrid work arrangement, pursuant to the University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

**Closing Date**: 11/09/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Student Services

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