Support Services Assistant

Job description

Support Services Assistant

Date Posted: 03/30/2021
Req ID: 2650
Faculty/Division: Vice-Provost, Students
Department: Enrolment Services
Campus: St. George (Downtown Toronto)


About us:

The Support Services unit supports the admissions, financial aid and awards operations of Enrolment Services. Support Services has 3 main areas of operations itself: in-person enquiry,telephone enquiry - including a dedicated, student staffed, admissions Call Centre - and email enquiry. The enquiry functions provide the first point of contact for many clients (e.g. prospective applicants, applicants, teachers and parents) - as well as for current students and internal university staff seeking information about all aspects of undergraduate admissions and general information regarding financial aid and student awards.

Your opportunity:

Under general supervision of the Manager, Support Services, the incumbent is responsible for providing administrative duties in the areas of general admissions, financial aid and awards. The incumbent responds to general student inquiries by phone, in person, or by generating routine email correspondence; referring complex enquiries as appropriate. As a member of the enquiry "intake team", will contribute to documenting the nature and volume of enquiries, reporting on queries and service, and optimizing service delivery on the front line. The incumbent supports the business processes related to the assessment of admission and financial aid files. Admissions and financial aid procedures include processing applications, collecting fees; checking documents for completeness and accuracy; data entry; screening applications against master files, and maintaining, checking and searching through automated and manual admission files. The incumbent prepares records, materials and documents for image processing to ensure secure data storage and accessibility through a computerized records management system. These functions range from working with electronic filing systems, including scanning, indexing and categorizing documents, data entry/coding of action, and verification of documents.

Your responsibilities will include:

  • Analyzing documents to assess and verify their authenticity
  • Scanning records
  • Updating and maintaining database records
  • Running queries to gather data
  • Updating and maintaining application information data
  • Acting as the first point of contact for general enquiries
  • Responding to enquiries within the defined scope of the role and redirecting as appropriate
  • Applying establishedstandards to control the distribution of access to designated University spaces

Essential Qualifications:

  • College Diploma (2 years) or acceptable combination of equivalent experience.
  • Minimum two (2)years general office experience, including work with record systems and office productivity tools (e.g. Word, Excel)
  • Previous customer focused experience in a high volume environment, preferably with students
  • Experience with a computerized records management system to identify, categorize, store, retrieve, and dispose of records
  • Experience with electronic imaging and storage processes
  • Experience with fast and accurate data entry
  • Computer skills and previous work experience using several applications to include word processing, creating and manipulating spreadsheets, posting and navigating websites and data entry
  • Knowledge and experience in formatting documents and images
  • Knowledge of records management concepts and best practices
  • Adapting to new software tools; Demonstrated ability to adapt to new procedures quickly and accurately
  • Service oriented with proven ability to communicate effectively with all levels of staff; Strong customer service skills; Ability to listen and answer enquiries in a timely and effective manner
  • Ability to develop effective relationships with students
  • Strong organizational and time management skills; Strong detail orientation to ensure accuracy
  • Ability to work in a high volume fast paced environment with accuracy; Demonstrated ability to work effectively under pressure
  • Ability to work both as a member of a team, independently, and with minimal supervision
  • Ability to maintain confidentiality relating to student privacy and challenging situations; Strong judgement and ability to maintain confidentiality of work related to information and materials

To be successful in this role you will be:

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

Closing Date: 04/08/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term This is a Term role ending January 31, 2022.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 06 -- $48,650 with an annual step progression to a maximum of $62,214. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Anita Chooraman

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

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

Accessibility Statement
The 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 [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Equity, Database, Records Management, Data Entry, Call Center, Finance, Technology, Records, Administrative, Customer Service




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Job No:
Posted: 4/1/2021
Application Due: 4/10/2021
Work Type: Full Time