Program and Administrative Assistant

Date Posted: 02/27/2024
Req ID: 36191
Faculty/Division: UofT Scarborough
Department: UTSC:Ctr-Teaching & Learning
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00056191

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 Centre for Teaching and Learning (CTL) supports faculty and course instructors in their professional development as teachers, and provides consultations, resources and technology support to enhance learning in their courses and programs. CTL also enhances academic skill development both within and beyond courses through our English Language Development Support, Facilitated Study Groups, Mathematics and Statistics Learning Support, Experiential Learning, and Writing Support programs.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence ). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Reporting to the Manager, Finance and Administration, you will provide administrative support to the Centre for Teaching and Learning which includes supporting CTL’s Student Support Programs and CTL Courses.

As Program and Administrative Assistant, you will play a key role in providing high-level administrative support as the first point of contact for enquiries (phone, email or in-person);responding to general enquiries and writing routine correspondence; preparing statistical reports and summaries; formatting data collected for presentations and reports; maintaining the departmental website; maintaining filing systems and databases; drafting employment letters and job postings; collecting and submitting timesheets for processing; tracking and monitoring casual staff contracts; organizing and coordinating logistics, activities and calendar of various events and programming; coordinating meetings (ie. room bookings), schedules, agenda, materials and action and follow-up items; ordering supplies and making minor purchases and recording expenses on an account.

In addition, you will provide support by disseminating details of program information; coordinating program schedules; checking course prerequisites; organizing, summarizing and circulating program and/or course evaluations; preparing and disseminating examination timetables and troubleshooting timetabling conflicts; maintaining course information on student information systems and other related activities.

Your responsibilities will include:

• Editing content for brochures, newsletters, websites and/or handbooks
• Collating and organizing data for various reports
• Maintaining filing system
• Creating and updating job postings in the database
• Preparing draft employment letters using templates
• Determining logistical details and activities for events and/or programming
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Maintaining event calendar

Essential Qualifications:

• Advanced College Diploma (3 years) in Office Administration, Business, or a related program, or acceptable combination of equivalent experience.
• Minimum 3 years of related experience providing administrative academic program support (ie. timetabling, course evaluations, etc.), preferably in a post-secondary environment
• Experience maintaining student records in a Student Information System (ie. Quercus) and maintaining databases
• Strong proficiency in Microsoft Office (Word, Excel, Power Point, Outlook)
• Experience maintaining websites
• Strong oral and written communication skills to effectively convey department and program information, as well as superior customer-service skills
• Must have strong organizational skills and document/data management skills
• Demonstrated experience with preparing, formatting, and summarizing data and statistical reports
• Commitment to confidentiality and handling sensitive information
• Demonstrated experience working with student course information and examination timetables
• Experience supporting logistics for events, meetings and programming.
• Ability to produce high quality error free work with a strong attention to detail
• Applicants are expected to show evidence of acommitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

To be successful in this role you will be:

• Accountable
• Communicator
• Efficient
• Multi-tasker
• Organized
• Problem solver
• Team player

Closing Date: 03/07/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Kyla Kara Hewitt

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.