Undergraduate Administrator

Date Posted: 02/13/2025

Req ID: 41654

Faculty/Division: Faculty of Arts & Science

Department: Dept of Psychology

Campus: St. George (Downtown Toronto)

Position Number: 00000058

Description:

About us:

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.

Established in 1927, the Department of Psychology has for over a century been a top choice for those pursuing a career in psychological research. The combined expertise of our faculty spans all major areas of psychology and reflects a wide range of approaches to the study of mind, brain, and behaviour. Our department consists of a diverse and internationally recognized faculty, first-rate laboratory facilities, and a tradition of cutting-edge, collaborative research in an inspiring intellectual atmosphere. We take pride in prevailing as an important department in today’s competitive psychology research and education fields.

Your opportunity:

Reporting to the Department Manager, and under general direction from the Undergraduate Program Manager, the Undergraduate Administrator provides academic advising and academic administration in a high-volume office. The Undergraduate Administrator is the initial contact for all undergraduate student matters, including coordination of enrolment and registration procedures; preparation of course timetables and teaching assignments; maintaining databases and preparing reports on undergraduate admissions, enrolment, waitlists, and related statistical data; maintaining undergraduate records and files; coordination of final exams and the submission of final marks to the Faculty; identification of potential candidates for scholarships; and preparing materials for departmental communications regarding the undergraduate program. In consultation with the Undergraduate Program Manager and the Associate Chair, Undergraduate, the Undergraduate Administrator coordinates the recruitment and hiring of sessional lecturers and stipend instructors for undergraduate courses. The successful candidate will be a team player who takes initiative and values collective success of the department over individual achievements.

Your responsibilities will include:

• Acting as the first point of contact for all undergraduate program-related inquiries
• Advising students on academic and/or financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual’s background
• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Advising on the appropriateness, precedents and process for petitions and appeals, and suggesting alternative course of action as necessary
• Providing data analysis of course enrolments, waitlists, course caps, priority enrolment indicators, and program enrolments in order to diagnose and anticipate enrolment trends
• Recommending alternatives to enhance and improve course availability, offerings, scheduling
• Coordinating the recruitment and hiring of course instructors, sessional lecturers, and/or stipend instructors
• Screening and making referrals to academic advising and learning skills programs and other resources or services

Essential Qualifications:

• Bachelor’s Degree or acceptable equivalent combination of education and experience.
• Minimum four (4) years’ of relevant experience in academic program administration, including experience advising students on academic matters and degree program requirements.
• Experience working with undergraduate programs including the application of academic rules, procedures, and guidelines.
• Experience providing administrative support to University Faculty, Instructors, TAs and staff in an academic department.
• Experience tracking and developing data systems.
• Experience providing data analysis on course enrollments, waitlists, course caps, priority enrolment indicator, and program enrolments.
• Experience coordinating the exam process, handling petitions, developing and maintaining records and files, coordinating calendar submissions, course scheduling and room assignments, and providing administrative support to committees.
• Advanced skills in ROSI/ACORN, ROSI Express, Degree Explorer.
• Knowledge of and experience in interpreting and executing relevant collective agreements.
• Demonstrated ability to respond and anticipate issues in a sensitive and professional manner.
• Proven understanding and application of equity, diversity, inclusion and access as applicable to post-secondary students.
• Ability to collaborate on the design of recruitment materials and the creation and delivery of presentations to prospective students.
• Strong judgment to make decisions involving the implementation of policy and to respond to student and faculty matters.
• Demonstrated demonstrated ability to work independently and in a team with both staff and faculty administrators, and in consultation with staff in other departments/units, including registrarial services.
• Superior time management skills to meet competing deadlines, excellent prioritization of skills to work efficiently in an environment with frequent interruptions.
• Demonstrated detail orientation and accuracy in performing work.
• Advanced skills in Office 365 (e.g., Word, Excel, SharePoint, OneDrive, Outlook, Teams) and Adobe Acrobat.
• Familiarity with University’s academic advising services and relevant resources for students.

Assets (Nonessential):

• Experience working with U of T and Faculty of Arts & Science undergraduate programs including the application of academic rules, procedures, and guidelines.
• Knowledge of undergraduate programs and curriculum in the Department Psychology undergraduate programs and the Faculty of Arts & Science.

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Multi-tasker
• Organized
• Problem solver
• Self-directed
• Team player

Closing Date: 02/25/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 12 — $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Student Services

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.

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