Administrative and Records Coordinator

Date Posted: 06/21/2021
Req ID: 4682
Faculty/Division: UofT Scarborough
Department: UTSC:Arts & Science Co-op Programs
Campus: University of Toronto Scarborough (UTSC)

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 University of Toronto Scarborough has been a leader in co-operative education, combining academic study with alternating work terms, for 40 years. Co-operative education gives students an opportunity to utilize skills learned in the classroom, and to expand their knowledge through related work experience. The Arts and Science Co-op Office is responsible for preparing students in over 35 unique program areas to compete for paid co-op work opportunities. The office is also responsible for engaging industry partners who provide these work terms. A coordinated effort among the stakeholders of student, employer, and university co-op programming contributes to the development of well-qualified graduates who are prepared to assume a productive role in society. With a commitment to equity, diversity and inclusion, the department works closely with campus and employer partners to support students as they work to achieve their academic and co-op aspirations.

Your opportunity:

Working under the direction of the Assistant Director, Services & Systems, the incumbent will provide records and data management, administrative, and front line support to the Arts & Science Co-op team. The incumbent will support the team by maintaining information in databases, identifying changes to student records that affect academic status and correcting as required, reconciling data errors, troubleshooting technical issues, and verifying that information is kept according to file retention procedures. The incumbent will be a first point of contact in the office, will support student work-integrated learning activities and will provide detailed information to students regarding the program, policies and procedures.

Your responsibilities will include:

• Supporting student work-integrated learning activities by liaising with various stakeholders to foster collaboration
• Maintaining information in databases
• Running queries to gather data
• Generating reports
• Resolving issues within the scope of the role and escalating problems as required
• Troubleshooting and resolving technical and server/system issues
• Writing routine documents and correspondence
• Providing orientation to others on work procedures and practices

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years of related experience in records and database administration
• Demonstrated experience working with a database including data manipulation and reporting skills
• Demonstrated ability to coordinate efficient administrative processes and to maintain electronic filing systems
• Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment
• Demonstrated experience providing administrative and front-line support in a busy office environment
• Must have strong customer service orientation and effective interpersonal skills
• Proficiency with Microsoft Office Suite, with advanced knowledge of Excel, as well as the ability to adapt to and learn new technologies
• Must be able to stay organized, multi-task and meet deadlines and exercise accuracy and attention to detail.
• Ability to use initiative and exercise sound judgment, diplomacy, discretion, and confidentiality
• Ability to work under time constraints and work load pressures while maintaining tact and professionalism when dealing with faculty, staff, students and the general public
• Demonstrated behavior that indicates personal commitment to innovation, teamwork, flexibility and integrity

Assets (Nonessential):

• Previous experience working in co-operative education or career services
• Previous experience working in a post-secondary environment
• Experience with Symplicity or Orbis platforms
• Knowledge of using a Student Information System (ie. ROSI) and/or Course Management System (ie. Quercus or Blackboard)
• Experience working with Salesforce

To be successful in this role you will be:

• Articulate
• Cooperative
• Multi-tasker
• Organized

Note: A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 6/30/2021,11:59PM ET
Employee Group: USW
Appointment Type: Ancillary Operations
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $58,824 with an annual step progression to a maximum of $75,227. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

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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 http://uoft.me/UP.

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 uoft.careers@utoronto.ca.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Equity, Administrative Assistant, Database, Data Management, Records, Finance, Administrative, Technology, Data