Reporting to the Program Manger, the Undergraduate Assistant is responsible for all aspects of administration and operation for the Undergraduate program in the Department of English following University, Faculty and Departmental policies and guidelines. This position provides a wide range of administrative support services, including responding to queries from  students and faculty, facilitating communications and ensuring that all functions in the annual undergraduate calendar are achieved according to established deadlines. The incumbent assists with preregistration and registration activities and completes timetabling activities. The Undergraduate Assistant also participates in special departmental projects and provides administrative services to the Undergraduate Chair, Head and Program Manager and to faculty and Teaching Fellows in the Department.

KEY RESPONSIBILITIES:

• Acts as departmental resource person for the undergraduate program: answer student queries and advise students on various program planning, course selection, degree requirements, policies etc.
• Responsible for referral of students to appropriate university units for assistance; handles initial student email inquiries for academic advice. Provides support/information to undergraduate committees
• Answer email, telephone and in-person queries, resolving issues where possible and redirecting to the appropriate faculty members and departments when necessary
• Assist with providing an effective flow of communication across the Department, between students, faculty, the Undergraduate Chair, Head, Program Manager, Faculty Office, and with the Departmental Student Council (DSC)
• Coordinates timetabling process for undergraduate courses; collect all teaching and room requests, assists the Undergraduate Chair in establishing academic blocks, course sections and maximum enrolments for timetable preparation, submission of calendar revisions and verification; analyze and enter restrictions according to program requirements; ensuring adherence to the formal deadlines of the Faculty of Arts and Science. Work with the central Timetabling Office on any adjustments to schedules and room allocations, following up on timetable issues and changes throughout the registration periods; communicate timetable schedule to faculty
• Monitor inputting of exam request forms and archiving of examinations; ensure exams and final marks are submitted by the appropriate deadlines; assist and advise Teaching Fellows and Term Adjuncts on the departmental processes followed in the exam and marks
• Assist with producing and updating program information and other materials for recruitment
• Administer faculty book-orders, course-descriptions, and syllabi, ensuring that time-sensitive deadlines are met
• Serve as the departmental contact for English OnQ sites, including initial set-up, student enrollment/groups, TA assignments, and gradebooks; assists instructor with initial OnQ site set up and facilitates the submission of marks/exams. Troubleshoots straightforward issues and consults with Information Technology Services and/or Centre for Teaching and Learning for complex issues
• Assist with registration and enrollment of students. Prepares letters of permission, transfer credits and exchanges, teaching rosters, and maintain all registration records and communications related to registration
• Maintain and post program information on the departmental web
• Maintain records and filing on all matters of undergraduate business, including all outgoing and incoming
• Generate class-lists and other reports
• Liaise with the DSC executive, including compiling a list of all DSC Reps, sending out notices to students and faculty regarding DSC meetings and social activities, and booking rooms for meetings and social events
• Administer evaluation process, coordinating with the DSC, informing faculty, Adjunct instructors and students of rules, regulations and procedures and ensuring that deadlines are
• Undertakes other duties in support of the department as required, such as provide general administrative support to the Undergraduate Chair and Undergraduate Studies Committee, general clerical assistance to all faculty, sessional faculty and teaching fellows, and provide backup support to other members of the administrative team