Reporting to the Department Manager and taking direction from the Chair of Undergraduate Studies and the Chair of Graduate Studies, the Academic Programs Assistants are part of a team responsible for the daily administration, operation and development of the undergraduate and graduate programs following university, faculty, and departmental policies/guidelines.

As one of the departments’ Academic Programs Assistants, the incumbent interacts with the Faculty of Arts and Science, the University Registrar’s Office, and the School of Graduate Studies including serving on undergraduate and/or graduate related committees. In addition, the Academic Programs Assistant provides front line reception and administrative support to the Department, assisting the Department Manager by performing administrative duties such as financial support and act as the departmental resource person for all academic program inquiries for undergraduate and graduate students. The Academic Programs Assistant will be responsible for overseeing the department’s online presence, developing other communication products, and organizing departmental events.

Committed to equity diversity and inclusion, the Academic Programs Assistant is an experienced communications professional who understands how to communicate to diverse internal and external stakeholders. They will be required to work in a fast-paced, complex environment with competing demands, requiring a high level of initiative, efficiency, accuracy, flexibility, confidentiality, and discretion. This position coordinates program logistics including intake, ongoing communications, and scheduling. This position acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate. This position provides administrative support to the department including meeting coordination, agendas, minutes, updating records, and mail distribution. This position also acts as the first point of contact and administers and records scholarships, bursaries, and awards, and performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.

What you will do

• Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.
• Acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate.
• Acts as the first point of contact and administers and records scholarships, bursaries, and awards.
• Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.
• Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.
• Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.
• Collects, records and enters grades.
• Generates statistical data for enrolment purposes.
• Updates and maintains course websites.
• Coordinates domestic and international travel for staff.
• Tracks training for faculty, staff, researchers, post-doctoral fellows and, graduate students.
• Performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.
• Other duties as required in the support of the department and/or unit.