Administrative and Academic Support Assistant

Job title: Administrative and Academic Support Assistant

Job description: The School of Engineering (SOE) is a large academic unit that delivers programming to approximately 1,810 undergraduate students and over 284 graduate students. It currently consists of 61 faculty members, 33 regular full-time staff, 40 temporary/contract staff, and 10 sessional lecturers.

Reporting to the Administrative Manager, this role will work alongside the graduate program assistants and undergraduate program assistants to ensure the smooth day-to-day administrative and academic operation of the graduate and undergraduate programs within the School, including a number of interdisciplinary graduate programs. It will also work closely with the Associate Director for Graduate Studies and the Associate Director for Undergraduate Studies to ensure that the School’s IQAP, Accreditation, and Graduate Attributes deadlines and obligations are met.

As a member of the SOE administrative team, this position is pivotal in ensuring that the accredited degrees offered by the School of Engineering (SOE) continue to meet the continuously evolving and increasing accreditation standards. The Administrative and Academic Support assistant is charged with the responsibility of preparing the GACIO and accreditation documentation, which includes completing forms and documents according to CEAB requirements, coordinating graduate attributes meetings, minute taking, transcribing and distributing minutes, collecting and organizing undergraduate course material, organizing binders/on-line depositories of undergraduate course material (assignments, mid-terms & final exams for each course in the Engineering Programs (approximately 125-course units). Familiarity with the learning outcome assessment process is important, which requires a working knowledge of the following: learning management systems such as (CourseLink), database management (RT Tracker), peer assessment (PEAR), and spreadsheets (Excel). The incumbent is also central to the administration of all internal and external graduate scholarships in the SOE, comprising approximately 16 external scholarships and over 25 internal scholarships whose criteria and deadlines are constantly changing. Scholarship responsibilities include facilitating all aspects of the graduate scholarship process including initial student queries; interpretation of scholarship criteria; evaluation of transcripts; assessment of application packages; writing nomination letters for selected candidates to CEPS/OGPS scholarship committees; notification of awards received (or not received) to applicants; and providing recommendations to faculty regarding best practices when updating funding packages. Lastly, the incumbent in this position is responsible for administering graduate/undergraduate surveys, providing event support, coordinating IQAP review & report generation, and providing full administrative & secretarial support to various graduate/undergraduate committees. The incumbent will have advanced time and project management skills to support deadline-driven projects that require high attention to detail and working independently.

Key duties and responsibilities include:

• Administer SOE awards and scholarships.
• Initiate Ontario Graduate Scholarships (OGS) process (manage evaluations, organize committee meetings, timely completion of all documents/applications etc.).
• Administer graduate and undergraduate surveys (e.g. survey for GAs, exit surveys, graduate alumni survey).
• Complete CGSM scorecards.
• Ensure that mapping in course outline manager matches submitted mapping from GA panels.
• Check GAs in course outlines and review them for accuracy
• Book and organize faculty panels for GA panels
• Support IQAP review (amalgamating feedback from grad committee members & following up on outstanding feedback and/or tasks to ensure that they are addressed promptly).
• Monitor organizational email accounts and respond to queries, answer forwarded calls, and triage time-sensitive inquiries as required.
• Assist faculty with Courselink related to GAs.
• Act as a secretary for the graduate awards committee.
• Act as a voting member on the undergraduate awards committee.
• Attend various graduate and undergraduate curriculum/program committee meetings to record minutes and track decisions.
• Support SOE Leadership team and manage special projects as needed

Requirements of the position include:

• Preference for candidates with an undergraduate degree, or a minimum of one (1) year College diploma related to office administration coupled with hands-on experience in a comparable role (or an equivalent combination of education and experience).
• Knowledge of the Canadian Engineering Accreditation System would be an asset
• Knowledge of the Engineering GACIP (graduate attribute and curriculum improvement process) would be an asset
• Ability to think, analyze and present complex learning attributes, outcomes, committee decisions in a concise and accurate format
• Advanced training/knowledge of office practice and procedures, business correspondence, and information management related to the effective operation and organization of the SOE administrative office
• Excellent written and oral communication skills, including the ability to compose clear and concise correspondence
• Familiarity with concepts inherent to learning outcomes-based education
• Familiarity with Colleague, learning management systems (CourseLink), database management (RT Tracker), peer assessment (PEAR) preferred
• Excellent computer skills
• Strong Microsoft Office skills – especially in SharePoint, Word, and Excel
• Ability to deal with frequent interruptions
• Strong time-management skills
• Ability to work independently and anticipate needs with minimal direction; experience in handling complex communication and information process
• Flexibility to adapt to multiple demands, changing priorities and deadlines, and ability to consistently reprioritize duties
• Ability to independently assimilate and assess information received, to recognize when prompt action is required and where to direct inquiries

Classification USW, Local 4120 Salary Band 3
Normal Hiring Range $21.76 – $24.30 per hour

At the University of Guelph, fostering a is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Click Here to Apply

Source: