Date Posted: 11/18/2022
Req ID: 28569
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Computer & Mathematical Sci
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00051941

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 Department of Computer and Mathematical Sciences comprises Computer Science, Mathematics, and Statistics. All three disciplines play fundamental roles in science, engineering, and many other areas of academic inquiry and technological innovation. The department offers programs that specialize on a wide range of topics, such as Software Engineering, Machine Learning and Data Mining, Quantitative Finance, Mathematics, and Applied Statistics. Our programs are in high demand and attract a large number of excellent applicants.

Your opportunity:

Reporting to Manager, Operations and Finance, the Department Assistant provides administrative and exam support services to faculty, staff, and students in the Department of Computer & Mathematical Sciences. The incumbent is responsible for the coordination of all aspects of tests/exams including photocopying, arranging for printing, picking up and delivering exams and ensuring secure storage as well as grade collection and submission. The incumbent is also the first point of contact for the department and provides detailed information to staff, faculty, and students for incoming telephone and walk-in inquiries, maintains bulletin boards, faculty office hours/timetables each semester, books various rooms, maintains faculty/staff lounge, etc. The Department Assistant also contributes to the execution of events by providing administrative and logistical support to faculty and staff to coordinate special events and conferences.

Your responsibilities will include:

• 
  Acting as the first point of contact for general enquiries
• Liaising with contacts to obtain exams and related materials
• Tracking and monitoring the distribution and return of examinations
• Photocopying and/or printing and passing on copies of exam materials
• Provides support for deferred examinations by: liaising with others to coordinate deferred exams and related material, liaising with others to coordinate deferred examination schedules, scheduling rooms for deferred examinations
• Provides administrative support by: liaising with contacts to ensure consistent administration procedures are followed, disseminating information, updating and maintaining records
• Provides administrative support by: distributing incoming and outgoing mail deliveries, verifying the accuracy and completeness of documents, handling sensitive and/or confidential information
• Contributes to the execution of events by: determining logistical details and activities for events and/or programming, liaising with stakeholders to coordinate space and resource requirements, arrange catering

Essential Qualifications:

• 
  Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum 2 years of related experience in an administrative support and exam coordination capacity within a post-secondary setting
• Strong proficiency with MS Office required
• Excellent verbal and written communication skills
• Strong organizational and time management skills with the ability to juggle competing demands
• Ability to work under time constraints and work load pressures while maintaining tact and professionalism at all times when dealing with faculty, staff, students
• Ability to work collaboratively with colleagues from different department to ensure task completion
• Exceptional attention to detail to ensure all work deliverables are timely, accurate, and complete
• Exceptional adaptability and flexibility to complete assigned tasks even when priorities shift
• Demonstrated ability to work with fine details and have an aptitude for working with numbers
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• 
  Experience with ROSI/ROSI Express is a highly valued asset
• Experience with UTSC Intranet, eService, and CIS would be strong assets.

To be successfulin this role you will be:

• 
  Accountable
• Adaptable
• Diligent
• Possess a positive attitude
• Problem solver

NOTE: A full job description is available upon request from the UTSC HR Office.

Closing Date: 11/29/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
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.