Graduate Commons Clerical Assistant

Primary

Purpose:

To provide high level administrative support for graduate programs in the College of Engineering, promoting a positive in-program experience for all graduate students. This includes providing high quality support and assistance in planning and implementing administrative processes to ensure effective and efficient operations to enhance the student experience and the overall academic mission of the College of Engineering.

Nature of Work: The position is a member of the graduate commons team and reports directly to the Manager, Clerical Student Support in the College of Engineering. The position will receive direction from multiple stakeholders in the college; working closely with graduate chairs and faculty and is the primary contact for current and prospective students. The position works with general supervision but performs all aspects of assigned duties accurately with minimal direction.

The position is expected to coordinate their workflow within the graduate commons team and independently decide which processes to use to assist in achieving objectives.

This position will be responsible for working directly with the Manager, Clerical Student Support, or other key stakeholders (College Leadership Team, Engineering Student Centre, and External Relations) on special projects and college initiatives. This part of the position requires advanced technical skills and the ability to collaborate with other professional and administrative staff, and academic leaders internal and external to the college.

This position is expected to maintain a productive and professional relationship with the College of Graduate and Postdoctoral Studies.

This position will operate in a diverse, complex, and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm. The volume of work will fluctuate through the year. The expectation is that work volume can be completed in a normal workday and the level of stress is moderate, with higher levels of activity anticipated during higher volume periods.

The incumbent will be expected to proactively plan and execute workflow around these deadlines, peak periods, and unexpected situations.

Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete and accurate work is extremely important to mitigate risks associated with supporting students through the life cycle of their degree, accreditation, safety, finance and overall reputation.

The incumbent is expected to operate independently, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academics when interpretation is required or when complex issues arise. The incumbent is expected to remain current and well versed in policies and procedures related to their position.

This position is expected to adapt and modify known practices to solve problems and achieve goals. The incumbent is expected to make recommendations to the work or work environment and is expected to contribute to policy and process improvement.

Provide administrative support for all aspects of the graduate programs in the College, from pre-application through to convocation including activities such as:

• Respond and manage inquiries from prospective and current students.
• Receive and process applications to the graduate programs (logging material received, corresponding with applicants, rejections, etc. within…