Undergraduate Program Assistant

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Job Summary

A Brief Overview
Reporting to Department Manager, the Undergraduate Program Assistant is responsible for the daily administration and operation of the undergraduate program. This involves providing administrative support to the Chair(s) of Undergraduate Studies on all matters related to Electrical and Computer Engineering (ECE) Programs such as: advising students on academic and program matters, maintaining student records, preparing related paperwork (e.g. APC forms, mark change forms, academic change forms, etc.), performing routine follow-ups regarding student programs, and / or informing students of regulations administered by the Faculty of Engineering and Applied Science. The Undergraduate Program Assistant works in collaboration with other departmental undergraduate program assistants and collectively act as the departmental resource for ECE undergraduate programs, including ECE Innovation Programs, when interacting with the Faculty and / or University Registrar's office.

This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students, and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships, awards and special accolades.
**Job Description**:
What you will do
Provides daily administration and operation support to the undergraduate program.

Provides academic advising for undergraduate students.

Administers the registration process, providing support and assistance with course substitutions, pre-registration, online registration, over-riding prerequisites, managing wait lists and reviewing late requests.

Provides data for timetabling activities, including instructor preferences, tier request, lab times, seminars, departmental meetings, feedback issues.

Manages files, tracking student progress, keeping accurate academic records, maintaining class lists and historical records including registrations, enrollments, faculty teaching assignments, exams etc.

Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, processing payroll, reimbursements, honorariums, accounts payable and receivable.

Supports faculty with the creation and maintenance of online courses.

Identifies and prepares lists of eligible recipients for awards and scholarships and special accolades, communicating as appropriate to awards committees and individuals.

Makes recommendations and/or drafts policies and procedures for the program.

Takes minutes and produces agendas.

Assists exchange and/or transfer students with paperwork, documentation, course selection and registration, transfer credit eligibility. Maintains exchange information resources.

Assists and monitors data entry of grades.

Assists with undergraduate course selections, updating academic calendars.

Completes degree audits and prepares and assesses eligible students to graduate and/or continue in the program. Notifies students who are not meeting the requirements.

Coordinates and facilitates logistics for events, including booking space, order catering, advertising, guest lists, coordinating with guest speakers, travel arrangements, hotel reservations.

Creates academic plans for probationary students.

Creates marketing and promotional materials, such as brochures and website content.

Other duties as required in support of the department and/or unit.

Completes forms and/or drafts routine and official correspondence for students, faculty and department staff.

Ensures student accommodations are met for exams, including room booking, special equipment and communication with students/proctors/instructors etc. Refers students to additional services when required.

Prepares and submits all curriculum and calendar revisions.

Refers students to additional resources or sources (e.g., Career Services, Student Counselling).

Schedules appointments and meetings, including room bookings.

Tracks personal information, including student files (reference checks, personal interest credit information, circumstance and long-term illness forms), employee training files.

Serves on and/or supports committees, councils and boards related to undergraduate duties.

Updates websites, internal notice boards, directories and/or wikis, departmental lists and social media channels.

Other duties as required in suppo