Graduate Office Assistant (6 Month Term)

Date Posted: 12/05/2022
Req ID: 28782
Faculty/Division: Faculty of Applied Science & Engineering
Department: Department of Electrical & Computer Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00036441

About us:

The Edward S. Rogers Sr. Department of Electrical & Computer Engineering is Canada’s top-ranked ECE department, and one of the largest. We are home to 100 active and Emeritus professors, more than 1,400 undergraduate and 800 graduate students. Many of our faculty members are world leaders in their field and have been recognized as the brightest and most promising scientists and engineers across the country.

ECE is a hotbed of research commercialization, by far the most productive department for new inventions at the University of Toronto. In our department, you will work at the heart of the most rapidly developing technology humankind has ever seen.

Your opportunity:

The ECE Graduate Office serves more than 800 students across three degree programs, 100 professors, over 1500 annual applicants, and numerous other stakeholders. Reporting to the Graduate Studies Administrator, the Graduate Office Assistant provides exceptional service in support of the mission of the Graduate Office and the Department of Electrical & Computer Engineering.

As the first point of contact between the Graduate Office and applicants, students, faculty and the general public, the incumbent plays an important role in ensuring that stakeholders have a positive experience when interacting with the office.

The incumbent is also a key a member of the Graduate Office team, as they support various aspects of program administration across ECE’s three graduate programs including course enrolment, registration, student records management, scholarship & award competitions, degree milestones, and exam scheduling. Working closely with other staff, the incumbent will be responsible for many of the day to day activities related to program applications and the admissions process, including correspondence with prospective students and the assessment of applications for completion and eligibility.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Providing detailed information to students on program and/or course requirements
• Providing detailed information on admission eligibility requirements, procedures and deadlines
• Checking completeness of applications
• Collecting and passing on submissions for award competition
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Handling sensitive and/or confidential information
• Analyzing and reconciling registration/status/program of study information

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum two years of relevant experience in an academic environment. Preference for experience working with graduate students and/or administering graduate programs
• Experience working with a diverse student population in a culturally diverse and demanding environment
• Demonstrated ability to explain processes and policies to a wide range of stakeholders
• Strong computer skills, including significant experience with MS Office Suites (Word, Excel) & SharePoint
• Experience using Student Information Systems including or comparable to ROSI/ACORN
• Strong communication skills (verbal and written)
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment.
• Strong interpersonal skills with the ability to maintain productive working relationships with both internal and external stakeholders
• Ability to address sensitive and/or confidential matters with tact and discretion; adhering to established policies and procedures
• Strong organizational and time management skills with the ability to work well under pressure and meet competing priorities and deadlines
• Demonstrated analytical and problem solving skills, sound decision-making and resourcefulness, judgement and diplomacy

To be successful in this role you will be:

• Adaptable
• Intuitive
• Organized
• Problem solver
• Team player

Closing Date: 12/13/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $56,514 with an annual step progression to a maximum of $72,271. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.

.buttontext00b26598368a4abe a{ border: 1px solid transparent; } .buttontext00b26598368a4abe a:focus{ border: 1px dashed #25355a !important; outline: none !important; }

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

Diversity Statement

The 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 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.

Job Segment: Information Systems, Records Management, Secretary, Administrative Assistant, Engineer, Records, Technology, Administrative, Engineering