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Date Posted: 07/19/2024
Req ID: 38803
Faculty/Division: University Registrar's Office
Department: Office of Convocation
Campus: St. George (Downtown Toronto)
Position Number: 00047298
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:
As a central point of contact, the Office Administrator is key in ensuring that the functions of the office occur in an efficient and responsible manner and will be critical in screening and appropriately directing inquiries. The Office Administrator is responsible for information management functions and providing administrative structure and systems in support of the Director and Assistant Director. During the convocation seasons, the office becomes a high-pressure environment with many time-sensitive deadlines and the ability to multitask while maintaining professional customer service is critical. The Office Administrator is expected to provide exemplary customer-friendly and professional service while being involved in such duties as handling convocation ticket requests; assisting with the production of diplomas and related artifacts; handling a high volume of telephone calls and emails; assisting in programme production for convocation ceremonies; and attending convocation ceremonies to distribute diplomas. Assistance with training and directing the activities of casual staff will be required throughout the convocation seasons.
Your responsibilities will include: Acting as the first point of contact for general enquiriesResolving issues within the scope of the role and escalating problems as requiredIdentifying and introducing variations to established administration processesVerifying the accuracy and completeness of documentsDetermining logistical details and activities for events and/or programmingProcessing cash, debit and/or credit card transactionsServing as a resource to others by providing (non-supervisory) job-related guidanceEssential Qualifications: Advanced College Diploma (3 years) or acceptable combination of equivalent experienceMinimum three (3) years relevant experience, including demonstrated experience of high quality administration workExperience with administration and coordination support for events at a post-secondary institutionDemonstrated experience in meeting multiple and concurrent deadlines and working in a fast-paced environmentAdvanced proficiency with Microsoft 365 (Word, Excel, PowerPoint, Bookings) and e-mail software applicationsProven ability to learn new systems and tools quicklyStrong proficiency in virtual collaboration platforms, such as MS Teams, Zoom, SharePointExcellent interpersonal, customer service, and communication skills with the ability to interact with a wide variety of stakeholders including students and their families in a tactful, polite, professional and diplomatic wayExcellent communication skills (oral and written) in order to proofread and draft content for documentation, communications, web content and presentationsDemonstrated excellent organizational skills to independently prioritize own workflow and time management skills to handle multiple deadlines and events occurring within short and overlapping time periodsMeticulous attention to detail Assets (Nonessential): Knowledge of ROSI and ROSI Express an asset To be successful in this role you will be: AdaptableMeticulousMulti-taskerOrganizedTeam player Closing Date: 07/29/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term; This is a 1-year term position. Schedule: Full-Time; Some overtime may be required during busy periods. Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Fiona Chan
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.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Diversity StatementThe University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP .
Accessibility StatementThe University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact ****** .
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