Assistant Director, Strategic Initiatives and Communications

Date Posted: 03/25/2024
Req ID:36651
Faculty/Division: VP:SEM
Department: University Registrar's Office/Office of Convocation
Campus: St. George (Downtown Toronto)

Description:

ABOUT US:

The University Registrar’s Office (URO) is a central support team that provides institutional leadership on student financial aid & awards, student accounts, client services & records, student systems and learning space management (LSM) and convocation. The URO works with faculties and divisions to support undergraduate and graduate students throughout the student life cycle and is an advocate and service provider for University of Toronto students and tri-campus registrarial services.

The Office of Convocation is responsible for the logistical details of student and guest related elements of the convocation ceremonies at the University of Toronto. This includes over 40 annual ceremonies, 21,000 graduating students and more than 40,000 guests annually. The Office supports convocation ceremonies that respect long-standing traditions and protocols of the University while introducing innovations to enhance the graduating student’s convocation experience. The office is also responsible for the secure year-round reissuing of degrees, diplomas and certificates, as well as the verification of graduation status of University of Toronto alumni.

YOUR OPPORTUNITY:

Working under the direction of the Director, the Assistant Director, Strategic Initiatives & Communication will oversee the development, logistics and implementation of strategic initiatives of the Office of Convocation. These initiatives focus on modernizing and improving the service and operating model and are in alignment with the short, medium, and long-term vision of the Office. With a high degree of independence, the Assistant Director, Strategic Initiatives and Communications will manage a range of services that include degree certifications, degree verifications for third-parties, diploma replacement ordering, and a broad spectrum of convocation-related services.As project lead, the incumbent leads complex projects including, but not limited to changes in processes, consideration of new positions, changes to existing organizational structures, workflows, policies, new service opportunities, as well as other growth and change initiatives. This will also include cross-divisional and external partnership projects and opportunities. The incumbent will be required to go beyond project management and provide proactive advice and analyses regarding resources, opportunities, and possible obstacles. The Assistant Director coordinates convocation production, which includes developing production schedules, project timelines, procedures, and delivery of timely convocation communication and services to students, staff and faculty. The incumbent also coordinates galley and programme publications and the hiring of seasonal staff. The Assistant Director will develop and oversee implementation of innovative internal and external communication plans, strategies, programs, and procedures that align with the Office of Convocation strategies, goals, and annual objectives. The incumbent has full managerial authority over the staff directly reporting to him/her and act as back-up to the Director. The incumbent will play a key role in developing training projects, workshops, sessions, and resources to support best convocation practices (includes development of training tools), serves as editor and content provider for convocation publications such as policy/procedure manuals, the website, and forms used by administrators, students, and alumni.

ESSENTIAL QUALIFICATIONS:

I - Education:
University Degree in Business Administration or an equivalent acceptable combination of education and experience. PMP is an asset.

II - Experience:
Minimum of 5 (five) years related experience, preferably in strategic planning as well as handling diverse projects with a varied degree of complexity and scale.

Familiarity with shared governance in higher education setting. Demonstrated operational and strategic leadership success. Experience in setting strategic direction and design and implementing effective programs. Experience with University and knowledge of university policies and procedures, the university’s organizational structure, including its governance is an asset.

III - Skills:
Ability to identify and address core issues and engage others in developing and implementing solution(s). Ability to lead and operate in areas of ambiguity and prioritize. Ability to use simple language to communication complex ideas and to distill information into logical and easy to understand documents, including preparing and delivering presentations, workshops, and training sessions. Ability to address sensitive topics in a diplomatic and tactful manner. Ability to gather, assemble, analyze, and evaluate facts, evidence, data, and other information to draw reasonable and fair conclusions and make sound decisions and recommendations. Ability to create alignment, generate commitment to goals and inspire others to action. Demonstrated leadership ability in a team environment. Superlative communication skills. Initiative taker, eager to break new ground and create innovative solutions to enhance stakeholder services. Proficient with PowerPoint, Word, Excel, O365 suite, and productivity and collaboration tools. Working knowledge of web technologies (ability to maintain the office’s web applications) an asset. Knowledge of the current university student information system (ROSI/RXP) an asset.

IV - Other:
Ability to work independently with a high-degree of initiative, discretion, and diplomacy with the ability to diffuse difficult and high-stress situations. Demonstrated ability to promote service excellence and evaluate changes required to ensure a high-functioning service environment including analysis, design, and implementation of changes. Ability to work well under pressure, with a high volume of demands and continuously changing priorities and competing strict deadlines. Must exhibit a high degree of flexibility, strong research and problem-solving skills and excellent time management. Must have superior organizational skills in planning, project management and task coordination with excellent attention to detail. Must provide exceptional customer service orientation, with the ability to interact effectively with diverse group of persons, stakeholders, and partners with a high degree of responsiveness, tact, and confidentiality.

To be successful in this role you will be:

• Communicator
• Cooperative
• Multi-tasker
• Organized
• Problem solver
• Team player

Closing Date: 04/08/2024,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 3 -- Hiring Zone: $90,134 - $105,156 -- Broadband Salary Range: $90,134 - $150,223
Job Category: Administrative / Managerial