Recruitment, Admissions and Programs Assistant

Description:

About us:

The Factor-Inwentash Faculty of Social Work (FIFSW) at the University of Toronto (U of T) is distinguished by its emphasis on the integration of research and practice in both the classroom and its practicum education. As the oldest school of social work in Canada, FIFSW has been on the cutting edge of education, policy, research and practice for more than 100 years. Recognized as one of the leading social work research Faculties in North America, FIFSW is highly involved in promoting excellence in social work practice and policy development. Teaching in the Faculty is enriched by the internationally recognized research of faculty members which is designed to help governments, agencies and communities effectively address real world challenges.

The Office of Student Services and Registrar (SSR) at the Factor-Inwentash Faculty of Social Work delivers student, programs and registrarial services to support the Faculty’s academic goals and priorities in the areas of student engagement and information, interpretation of policies, and innovation of registrarial interactions from student recruitment, retention, success through to graduation. Operating in a culture of cooperation and collaboration, we achieve our goals and objectives based on values of student-focused solutions, integrity of academic records and continuous innovative improvements.

Your opportunity:

Reporting to the Assistant Dean, StudentServices and Registrar and working closely with the PhD Program Director and Coordinator, Admissions and Programs, this position is responsible for providing exceptional service in support of the mission of the SSR. Acting as a first point of contact forprospective students, applicants, current students and members of the public, this role answers questions and provides accurate and complete information on all aspects of studies in the Faculty including admissions requirements, academic regulations, academic progression regulations, financial aid and student services in the Faculty and at the University of Toronto, contributing to creating a supportive and responsive environment for student success.

The Recruitment, Admissions and Programs Assistant assists FIFSW in achieving its recruitment and enrolment goals and objectives. The Assistant provides detailed information and must have a good understanding of the University admission process, program requirements, as well as programs and policies of the University, and FIFSW in particular.

In addition, this role provides PhD program support by responding to inquiries related to the program, student funding, examinations and graduate student events.

Your responsibilities will include:

• Acting as the first point of contact for student records enquiries, providing detailed information on processes, policies, and procedures and responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Providing detailed information regarding admission requirements to prospective students and applicants; and promoting programs at recruitment events.
• Determining logistical details required for the executionof admissions processes.
• Reviewing and assessing student records to determine academic standing and informing students of changes.
• Checking completeness of admissions and registration documentation.
• Coordinating scheduled activities for functions; determining logistical details and activities for events and/or programming.
• Collecting supporting documentation required for records and enrollment processing, and performing routine data entry and updating and maintaining database records and digital platforms.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum (2) two years of experience in a front-line service role in a post-secondary environment including experience in admissions and/or academic programs, preferably at the graduate level.
• Solid understanding of undergraduate and/or graduate University policies and procedures.
• Proven success and experience in dealing effectively with prospective and current students and handling a wide variety of issues and concerns.
• Experience reviewing and collecting student admission and/or registration documentation; updating and maintaining records.
• Experience planning and coordinating events and/or programs.
• Experience in student records management including generating reports, assessing academic standing and notifying students of academic status changes.
• Demonstrated capacity to think critically under pressure, including the ability to prioritize, make sound decisions, and know when to a situation requires escalation; proven ability to deal with matters of extreme sensitivity and confidentiality exercising judgement, tact, diplomacy and a high degree of initiative.
• Acute attention to detail evidenced by a consistent ability to detect errors, incomplete information, and inconsistencies across high-volume, fast-paced work.
• Excellent oral and written communication, presentation, and interpersonal skills; with sensitivity to diverse communication styles and value systems.
• High proficiency in MS Office, CRM (e.g. Slate), Zoom, with the ability to stay current and learn new applications and technology.
• Demonstrated experience maintaining and updating information on content management systems (e.g. WordPress).
• Strong time management, analytical, organizational and problem-solving skills.
• Knowledge and understanding of equity, diversity, inclusion and the promotions of a respectful and collegial learning and working environment; ability to deal effectively, professionally and personably with a multi-cultural, international and diverse pool of students, applicants, faculty and staff.
• Ability to work within a team, but also individually with little supervision.
• Ability to work a flexible schedule which allows for after hour events.
• Valid driver’s license and ability to travel for recruitment events.

Assets (Nonessential):

• Familiarity with FIFSW, SGS and the University of Toronto, as well as general knowledge of post-secondary education system.
• Familiarity with post-secondary social work programs in Canada and internationally.
• Experience supporting PhD program and/or students.
• Experience using ROSI and Slate.
• Experience training and providing guidance to student leaders and student groups.
• Knowledge of AODA and FIPPA; and its application to admissions and registrarial processes.

To be successful in this role you will be:

• Adaptable
• Approachable
• Diplomatic
• Multi-tasker
• Organized
• Problem solver
• Resourceful
• Team player