Academic Program Assistant

University of Guelph • Guelph, ON

5d • Onsite

About The Position

Reporting to the Administrative Officer, the incumbent is vital to the everyday operation of the unit and long-term maintenance of all aspects of services provided by the unit, as well as providing support to the Undergraduate Program Coordinator and department faculty in relation to Undergraduate students. It is expected that the incumbent be well versed on all Undergraduate student matters and appropriate university policies and procedures and any collective agreements relating to Undergraduate students in order to maintain the academic standards and integrity of all FARE Undergraduate programs.

The Academic Program Assistant coordinates the semesterly teaching schedule with the Chair and the Office of Registrarial Services, manages course enrolment, course outlines, course evaluations, co-op work reports submission records, final grades submissions, calendar changes, filing (paper and digital) and liaison material. He/she also ensures the appropriate communication lines exist for information sharing between the Registrar, Undergraduate Services, the Dean’s Office, and students. In addition, this position will work with the rest of the Administrative staff in the FARE department to maintain a high level of service during peak demand times and when staff are absent.

Requirements

• Completion of 2 years post-secondary education (degree preferred) along with a minimum of one (1) year related work experience preferably in an academic environment or an equivalent combination of education and experience.
• Genuine interest in the well-being of students.
• Excellent communication skills to correspond with internal and external clients.
• Ability to maintain high levels of confidentiality especially with regards to sensitive matters.
• Professionalism, diplomacy, judgement.
• Ability to multitask and prioritize while maintaining high quality, accurate, work.
• Attention to detail, strong organizational and problem solving skills.
• Experience working in a fast-paced environment with constant interruptions.
• Ability to work effectively both independently and with a team.
• Excellent communication (written and oral), organizational, and problem solving skills.
• Excellent customer service skills including sensitivity to issues, concerns and needs of students, staff and faculty.
• Proficiency in computer systems, particularly Microsoft Office (Word, Excel, Access, Powerpoint), Colleague, WebAdvisor, University Email and Calendaring system, Drupal, HRER, Adobe, internet, etc.
• Good knowledge of the university at large and its policies.

Responsibilities

• Coordinates the semesterly teaching schedule with the Chair and the Office of Registrarial Services.
• Manages course enrolment, course outlines, course evaluations, co-op work reports submission records, final grades submissions, calendar changes, filing (paper and digital) and liaison material.
• Ensures appropriate communication lines exist for information sharing between the Registrar, Undergraduate Services, the Dean’s Office, and students.
• Works with the rest of the Administrative staff in the FARE department to maintain a high level of service during peak demand times and when staff are absent.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree