Office Administrator

Date Posted: 07/19/2024

Req ID: 38803

Faculty/Division: University Registrar’s Office

Department: Office of Convocation

Campus: St. George (Downtown Toronto)

Position Number: 00047298

Description:

About us:

The University Registrar’s Office (URO) is a central support team that provides institutional leadership on student financial aid & awards, student accounts, client services & records, student systems and learning space management (LSM) and convocation. The URO works with faculties and divisions to support undergraduate and graduate students throughout the student life cycle and is an advocate and service provider for University of Toronto students and tri-campus registrarial services.

The Office of Convocation is responsible for the logistical details of student and guest related elements of the convocation ceremonies at the University of Toronto. This includes over 40 annual ceremonies, 21,000 graduating students and more than 40,000 guests annually. The Office supports convocation ceremonies that respect long-standing traditions and protocols of the University while introducing innovations to enhance the graduating student’s convocation experience. The office is also responsible for the secure year-round reissuing of degrees, diplomas and certificates, as well as the verification of graduation status of University of Toronto alumni.

Your opportunity:

As a central point of contact, the Office Administrator is key in ensuring that the functions of the office occur in an efficient and responsible manner and will be critical in screening and appropriately directing inquiries. The Office Administrator is responsible for information management functions and providing administrative structure and systems in support of the Director and Assistant Director. During the convocation seasons, the office becomes a high-pressure environment with many time-sensitive deadlines and the ability to multitask while maintaining professional customer service is critical. The Office Administrator is expected to provide exemplary customer-friendly and professional service while being involved in such duties as handling convocation ticket requests; assisting with the production of diplomas and related artifacts; handling a high volume of telephone calls and emails; assisting in programme production for convocation ceremonies; and attending convocation ceremonies to distribute diplomas. Assistance with training and directing the activities of casual staff will be required throughout the convocation seasons.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Resolving scheduling conflicts
• Identifying and introducing variations to established administration processes
• Verifying the accuracy and completeness of documents
• Determining logistical details and activities for events and/or programming
• Processing cash, debit and/or credit card transactions
• Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years relevant experience, including demonstrated experience of high quality administration work
• Experience with administration and coordination support for events at a post-secondary institution
• Demonstrated experience in meeting multiple and concurrent deadlines and working in a fast-paced environment
• Advanced proficiency with Microsoft 365 (Word, Excel, PowerPoint, Bookings) and e-mail software applications
• Proven ability to learn new systems and tools quickly
• Strong proficiency in virtual collaboration platforms, such as MS Teams, Zoom, SharePoint
• Excellent interpersonal, customer service, and communication skills with the ability to interact with a wide variety of stakeholders including students and their families in a tactful, polite, professional and diplomatic way
• Excellent communication skills (oral and written) in order to proofread and draft content for documentation, communications, web content and presentations
• Demonstrated excellent organizational skills to independently prioritize own workflow and time management skills to handle multiple deadlines and events occurring within short and overlapping time periods
• Meticulous attention to detail

Assets (Nonessential):

• Knowledge of ROSI and ROSI Express an asset

To be successful in this role you will be:

• Adaptable
• Communicator
• Meticulous
• Multi-tasker
• Organized
• Team player

Closing Date: 07/29/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term; This is a 1-year term position. 

Schedule: Full-Time; Some overtime may be required during busy periods. 

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Fiona Chan

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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