Undergraduate Assistant

About us:

The Department of Mechanical & Industrial Engineering is home to about 60 professors leading research on a very broad range of topics. On the Industrial Engineering side, research areas include Operations Research, Information Engineering, Human Factors, and Applied Machine Learning, all of which seek to improve the systems we as humans rely on to navigate our world. On the Mechanical Engineering side, research areas include Robotics, Mechanics & Design, Materials, and Thermofluids, topics that are applied to applications including manufacturing, energy production, and bioengineering.

We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

The Department of Mechanical & Industrial Engineering prides itself on being a good place to work: respectful, accepting of difference and professional.

We value employees who are goal-oriented and self-motivated, and who are constantly looking to improve how we serve our students and faculty. We believe in teamwork, in working together for the greater good, and yet doing so in a way that respects each employee’s work-life balance. Finally, we value each employee as an individual, and look for opportunities to recognize each contribution.

Your opportunity:

Under general supervision of the Undergraduate Program Administrator & Academic Advisor, the incumbent is responsible for assisting the Undergraduate Office and acting as a first point of contact to students and faculty. You will provide support responding to a variety of basic questions related to program requirements, booking rooms, answering a large number of emails on a daily basis, and scheduling advising appointments and other undergraduate tasks as requirements.

Your responsibilities will include:

• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Acting as the first point of contact for general enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Troubleshooting timetabling and/or room booking conflicts
• Writing routine documents and correspondence, updating and maintaining records; taking and distributing meeting minutes
• Checking completeness of applications; keeping well-informed on changes to courses, program requirements, policies and procedures
• Liaising with students and faculty to coordinate program activities
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years of relevant experience in customer service and administrative support.
• Experience providing detailed information to students on academic program and/or course requirements at the post-secondary level.
• Relevant experience providing front-line support to students in a post-secondary academic office.
• Demonstrated experience with ROSI, degree explorer, ACORN and Quercus or equivalent systems in a professional capacity.
• Intermediate skills with Microsoft Office Suite (Word, Excel, Outlook).
• Demonstrated ability to prioritize work, organize, multi-task, and take initiative with high attention to detail and accuracy.
• Proven ability to apply good judgement, confidentiality, tact and discretion.
• Ability to manage conflicting priorities and deadlines, problem solve, quickly adapt and learn new processes.
• Excellent communication (both oral and written) with the ability to explain complex concepts to a wide range of audience.
• Superior customer service and interpersonal skills with a demonstrated positive attitude and service orientation towards students, staff and the public.
• Proven ability to demonstrate high attention to detail, accuracy, and organizational skills.
• Ability to work independently, under direction, as well as in a team environment.
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

To be successful in this role you will be:

• Accountable
• Approachable
• Communicator
• Efficient
• Resourceful
• Responsible