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Manager, Clerical Student Support
2 weeks ago
**Manager, Clerical Student Support**:
***
**PRIMARY PURPOSE**:
As an expert in student service provision, the purpose of the Manager, Clerical Support for Student Services is to act as the administrative lead for the undergraduate and graduate student support services, through management of a team of clerical staff, and to provide comprehensive executive support to the Associate Dean, Graduate Studies and Strategic Projects (ADGSSP).
This position is responsible for overseeing the delivery of exceptional administrative support and services to the undergraduate and graduate student support units in the college with an emphasis on managing administrative processes, strategic projects and programs and handling operational issues within the student services portfolio to ensure efficient and effective day-to-day operations of these services.
**NATURE OF WORK**
Reporting to the Executive Officer, College of Engineering, the Manager, Clerical Support for Student Services is accountable for the effective operation of the clerical support teams for the student support services (graduate and undergraduate program administration, support for collegial processes, Engineering Student Center reception) in the college. Additionally, working directly with the ADGSSP, the Manager, Clerical Support for Student Services will also provide high quality, efficient executive support on all aspects of the Associate Dean’s portfolio.
The incumbent is expected to work independently, as well as in a team environment, to manage, negotiate, facilitate, create, coordinate, and implement a wide variety of services, programs, processes, and initiatives. It requires the establishment and maintenance of effective professional working relationships with students, staff, faculty, administration, and external partners to provide exceptional collaboration and problem solving. Considerable discretion and compliance with privacy protocols is essential as this position is privy to sensitive, complex, and highly confidential information.
The incumbent must take a proactive role in influencing and developing strategies, initiatives and programs, as well as improving administration of these activities and initiatives to enhance the student experience. In working closely with both the Executive Officer and the ADGSSP, this position provides informed recommendations, drafts proposals, and coordinates and manages projects, delegating work to direct reports as appropriate. It requires a thorough understanding of the governance structure of the College and the incumbent is expected to remain apprised of any changes made to institutional policies and procedures and implementing such changes to college policies. The scope of work is operational in focus, and the incumbent must demonstrate a short to medium-term planning horizon.
This position requires a high level of integrity and independent judgment and must deal with emerging and unpredictable events in a timely and sensitive manner, providing rapid and effective follow-up on messages and decisions. The position requires a commitment to a high standard of service and continuous professional improvement. It requires the management of multiple complex projects and the ability to work under pressure, with mínimal supervision, in a fast-paced environment where there are continuous changes, shifting priorities, and frequent interruptions. Competing deadlines and multi-tasking are the norm, so the incumbent must be able to plan workflow to deal with details, deadlines, peak periods, and unexpected situations. Impact of error in this environment is high. The level of stress is moderate to high.
**ACCOUNTABILITIES**:
Manage the undergraduate and graduate clerical assistant teams including, but not limited to:
- Recruit, train, provide career development, enhance engagement, and navigate performance management of staff.
- Coordinate and implement the day-to-day activities required to meet the goals and vision of the Undergraduate Student Center and Graduate Commons and Graduate Programs.
- Develop staff complement plan to align with the vision of increasing the college’s undergraduate and graduate student enrollment numbers.
- Setting priorities for workflow and ensuring deadlines are met within the undergraduate and graduate clerical support units.
- Work closely with Graduate Clerical Assistants to manage and improve the maintenance of student databases and electronic filing, and work with campus partners to continue to improve data management processes and quality.
- In conjunction with other U of S units, lead clerical staff in creating, maintaining, and continuously improving required process manuals, guidelines, templates, and other relevant tools and documentation related to supporting the administration of graduate programs in the college.
- Provide operational leadership for the undergraduate and graduate clerical teams in the college including, but not limited to:
- Employ continuous imp
