New College Program Administrator

University of Toronto • Toronto, ON

4d • Onsite

About The Position

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs. We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world. Opened in 1962, New College has a long-standing commitment to social justice, and to supporting its diverse body of 6000+ undergraduate students to excel intellectually and to engage in the wider community. New College supports two interdisciplinary undergraduate programs - Buddhism, Psychology, and Mental Health, and Critical Studies in Equity and Solidarity - and houses three academic units (African Studies Centre, Centre for Caribbean Studies, and Women and Gender Studies Institute). New College prioritizes personal attention to students, innovative interdisciplinary programs, links with professional faculties, career mentorship, and community outreach initiatives. The College has built a rich learning community for students including academic support, amenities for studying and social interaction, and opportunities for co-curricular and community engagement. The College offers a spirited and challenging environment for students to have the opportunity to broaden their experience, create life plans, and meet others from different fields. New College is a friendly, welcoming and informal community that places a high priority on student support services and encourages diversity. For more information on New College, see http://www.newcollege.utoronto.ca.

Reporting to the Assistant Principal and Registrar, the Program Administrator is a critical member of the team that oversees the administrative functions of the New College undergraduate programs. The Program Administrator promotes a welcoming environment when advising faculty, staff, and both current and prospective students on a wide range of academic guidelines and procedures. The incumbent will also be responsible for coordinating course schedules and timetables, room booking, examinations and the submission of final grades. In addition, the Program Administrator will help ensure the smooth operations of the Programs Office and will be responsible for preparing a range of reports, administering office procedures, and maintaining relevant records.

Requirements

• Bachelor’s degree in a relevant discipline, or an acceptable equivalent combination of education and experience.
• Minimum four (4) years of relevant academic counselling and student service program administration in a university setting, preferably in the Faculty of Arts and Science.
• Experience with coordinating course timetables by determining program needs and space limitations through liaising with instructors, internal stakeholders and system administrators.
• Experience administering requirements of Collective Agreements, in particular CUPE 3902, Unit 1 and Unit 3.
• Experience interpreting, applying and advising on relevant University rules, guidelines, and procedures.
• Experience and sound knowledge of best practices in advising and student services.
• Experience working with and advising international students and students from diverse backgrounds.
• Experience working in a high volume environment with multiple and competing deadlines.
• Advanced skills with Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook).
• Advanced skills with ROSI/ACORN, Degree Explorer, or other similar enterprise database solutions/CRM systems.
• Excellent oral and written communication, presentation, and interpersonal skills.
• Demonstrated time-management skills with the ability to effectively prioritize, multi-task and organize work, and meet tight deadlines while able to pay attention to detail.
• Demonstrated skills and ability to provide effective guidance and advice to students in a responsive, empathetic, thoughtful, and discreet manner.
• Knowledge and understanding of equity, diversity, and inclusion.

Nice To Haves

• Experience working with Faculty of Arts and Science curriculum offerings and regulations.
• Knowledge of the University of Toronto College System.

Responsibilities

• Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines
• Reviewing and approving changes to program requirements for exceptional cases
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors.
• Developing and maintaining procedures for administration of examinations
• Preparing and disseminating course timetables
• Determining logistical details required for the execution of admissions processes
• Collating and organizing data for various reports; Coordinating meeting schedules, agendas, materials, action and follow-up items
• Analyzing potential placement opportunities to determine suitability with student academic learning objectives

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level