Administrative and Records Coordinator

**Date Posted**:12/02/2024
**Req ID**: 40921
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Arts & Science Co-op Programs
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 00049784

**Description**:
**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough has been a leader in co-operative education and work integrated learning (WIL) for 50 years. Co-op and WIL give students an opportunity to test skills learned in the classroom, and to expand their knowledge through related work experience. The Department of Arts and Science Co-op is responsible for preparing over 3,500 undergraduate students from 58 academic areas to complete for paid co-op work term opportunities. The department is also responsible for engaging industry partners wo provide these work terms. A coordinated effort among the stakeholders of student, employer, and university co-op programming contribute to the development of well qualified graduates who are prepared to assume a productive role in society. With a commitment to equity, diversity and inclusion and the campus’ ‘Inclusive Excellence’ mission, the department works closely with academic departments and support services on campus and with employer and community partners to support students as they work to achieve their academic and co-op/integrated learning aspirations.

**Your opportunity**:
Working under the direction of the Assistant Director, Services & Systems, the incumbent will provide records and data management, administrative, and front line support to the Arts & Science Co-op team. The incumbent will support the team by maintaining information in databases, identifying changes to student records that affect academic status and correcting as required, reconciling data errors, troubleshooting technical issues, and verifying that information is kept according to file retention procedures. The incumbent will be a first point of contact in the office, will support student work-integrated learning activities and will provide detailed information to students regarding the program, policies and procedures.

**Your responsibilities will include**:

- Supporting student work-integrated learning activities by liaising with various stakeholders to foster collaboration.
- Maintaining information in a database.
- Generating Reports.
- Running queries to gather data.
- Liaising with technical specialists to resolve end-user issues.
- Writing routine documents and correspondence.
- Resolving issues within the scope of the role and escalating problems as required.
- Providing orientation to others on work procedures and practices

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three (3) years of related experience in records and database administration.
- Demonstrated experience working with a database including data manipulation and reporting skills.
- Demonstrated ability to coordinate efficient administrative processes and to maintain electronic filing systems.
- Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.
- Demonstrated experience providing administrative and front-line support in a busy office environment.
- Must have strong customer service orientation and effective interpersonal skills.
- Proficiency with the Microsoft Office Suite, with advanced knowledge of Excel, as well as the ability to adapt to and learn new technologies.
- Must be able to stay organized, multi-task and meet deadlines; and exercise accuracy and attention-to-detail.
- Ability to use initiative and exercise sound judgment, tact, diplomacy, discretion, and confidentiality.
- Ability to work under time constraints and work load pressures while maintaining tact and professionalism when dealing with faculty, staff, students and the general public.
- Demonstrated behavior that indicates personal commitment to innovation, teamwork, flexibility and integrity.

**Assets (Nonessential)**:

- Previous experience working in co-operative education or career services.
- Previous experience working in a post-secondary environment.
- Experience with Symplicity or Orbis platform is an asset.
- Knowledge of using a Student Information System (ie. ROSI) and/or Course Management System (ie. Quercus or Blackboard).
- Experience working with Salesforce.

**To be successful in this role you wil