Programs Assistant (term)

Date Posted: 02/13/2025
Req ID: 41651
Faculty/Division: OISE
Department: Dept of Curriculum, Teaching & Learning
Campus: St. George (Downtown Toronto)
Position Number: #

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto - Canada’s most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy. A unique place to work, learn and grow, OISE addresses current and emerging challenges with the scale, academic excellence and collaborative energy that few institutions in the world can claim.

The Department of Curriculum, Teaching and Learning is the largest of four departments at the Ontario Institute for Studies in Education (OISE). With a diverse community of tenured, research, and teaching stream faculty, the department offers a wide range of graduate courses and programs relating to academic scholarship and professional practice.

Your opportunity:

Reporting to the Manager, Academic Programs, the Programs Assistant is involved in the administration of the graduate programs in the Department of Curriculum, Teaching and Learning. The incumbent will be responsible for providing front line assistance by acting as the first point of contact for students and visitors; providing detailed explanations to current and prospective graduate students by telephone, email, written correspondence and in person on a wide range of academic matters including program requirements and eligibility; responding to enquiries within the defined scope of the role and redirecting as appropriate; maintaining graduate files and records and generating reports; acting as secretary to committees by attending meetings as assigned, preparing agendas, taking notes and preparing and distributing minutes; determining logistical details and activities for events and/or programming; liaising with stakeholders to coordinate operations and resource requirements; coordinating key distribution and handling sensitive and/or confidential information.

Your responsibilities will include:

1. Providing detailed information to students on program and/or course requirements
2. Responding to enquiries within the defined scope of the role and redirecting as appropriate
3. Keeping well-informed on policies, procedures and key regulatory deadlines
4. Maintaining information on digital platforms including supporting a system that selects and matches students to a placement rotation
5. Front line assistance with course instructors and staff to ensure students receive support required for academic, practicum and/or placement accommodations
6. Determining logistical details and activities for events and/or programming
7. Generating reports
8. Handling sensitive and/or confidential information and providing basic support and general referrals to individuals in distress

Essential Qualifications:

1. Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
2. Minimum two (2) years of recent and relevant experience in student services and program support in an academic setting.
3. Experience providing front line student services to graduate students and detailed information on programs of study and other related information.
4. Experience with online courseware systems such as Quercus, including posting materials on the Web.
5. Experience with coordinating program logistics, including course/exam timetabling, maintaining calendars, coordinating room assignments, monitoring course enrollments and preparing documents and correspondence.
6. Experience with student information systems such as ROSI. Experience developing and maintaining records and files.
7. Experience with room bookings, distribution of keys and filing.
8. Demonstrated experience with organizing the logistics of virtual, in-person and hybrid events, workshops.
9. Experience working with committees and providing administrative support, including taking minutes.
10. Experience providing basic support and general referrals to individuals in distress.
11. Experience working in a busy, fast-paced environment with a high volume of student inquiries.
12. Demonstrated intermediate skills in MS Office 365 (Word, Excel including VLOOKUP functions, PowerPoint and Outlook); MS Teams, Zoom, SharePoint, as well as online survey tools.
13. Excellent interpersonal skills and communication skills (both verbal and written) and the ability to effectively communicate with students, staff and faculty.
14. Intermediate skills working with databases, including data entry and preparing reports.
15. Ability to create a welcoming environment for students and provide excellent customer service. Demonstrated experience meeting deadlines in a fast-paced, high-volume environment with a focus on attention to detail.
16. Demonstrated excellent organizational and time management skills; Strong analytical skills, professional manner, tact, diplomacy, ability to work well with all levels of faculty, staff and students.
17. Accuracy and initiative in handling multiple priorities. Ability to meet deadlines and work independently.
18. Demonstrated ability to handle conflicting priorities and deadlines; to interpret and advise on policy.
19. Shows good problem solving skills, accuracy and the ability to meet multiple deadlines while working in an environment with interruptions.
20. Knowledge of Faculty, School of Graduate Studies and University of Toronto regulations, practices, programs and admission requirements.
21. Awareness and sensitivity to diversity issues.

To be successful in this role you will be:

1. Accountable
2. Approachable
3. Communicator
4. Diplomatic
5. Organized
6. Problem solver
7. Resourceful

Notes: This is a term opportunity ending August 22, 2025.

Closing Date: 02/25/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:

USW Pay Band 08 -- $62,832. with an annual step progression to a maximum of $80,351. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services
Recruiter: Jennifer Tucker

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged, and their lived experience shall be taken into consideration as applicable to the posted position.