Academic Programs Assistant

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Job Summary

A Brief Overview
Reporting to the Department Manager and taking direction from the Chair of Undergraduate Studies and the Chair of Graduate Studies, the Academic Programs Assistants are part of a team responsible for the daily administration, operation and development of the undergraduate and graduate programs following university, faculty, and departmental policies/guidelines.

As one of the departments' Academic Programs Assistants, the incumbent interacts with the Faculty of Arts and Science, the University Registrar's Office, and the School of Graduate Studies including serving on undergraduate and/or graduate related committees. In addition, the Academic Programs Assistant provides front line reception and administrative support to the Department, assisting the Department Manager by performing administrative duties such as financial support and act as the departmental resource person for all academic program inquiries for undergraduate and graduate students. The Academic Programs Assistant will be responsible for overseeing the department's online presence, developing other communication products, and organizing departmental events.

**Job Description**:
What you will do
Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.

Acts as the first point of contact and administers and records scholarships, bursaries, and awards.

Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.

Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.

Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.

Collects, records and enters grades.

Generates statistical data for enrolment purposes.

Updates and maintains course websites.

Coordinates domestic and international travel for staff.
Tracks training for faculty, staff, researchers, post-doctoral fellows and, graduate students.

Performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.

Other duties as required in the support of the department and/or unit. Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent. Required Experience
More than 2 years and up to and including 3 years of experience.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
Provide information to others that requires technical or administrative explanation or interpretation.

Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

Adapt messages to meet the needs of the intended audience.
Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.

Participate in project team meetings and is involved in developing individual and team project plans.
Identify new problems and seeks information and input to fully understand the cause.

Identify opportunities to improve the effectiveness and efficiency of work processes.

Break down concrete issues into parts and synthesizes information succinctly.
Respect diversity and promotes inclusion in the workplace.

Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.
Employment Equity and Accessibility Statement