Program Completion Officer – Masters

Date Posted: 10/07/2024

Req ID: 40023

Faculty/Division: School of Graduate Studies

Department: School of Graduate Studies

Campus: St. George (Downtown Toronto)

Position Number: 00010054

Description:

About us: 

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operates through a system of collegial governance, consultation, and decanal leadership. 

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction and represents the cause of graduate education at the University of Toronto and in the broader academic and general community. 

More information about the School of Graduate Studies is at: http://www.sgs.utoronto.ca/Pages/default.aspx

Your opportunity: 

Working within a dynamic team under the director of the Director, Student Academic Services, the Program Completion Officer will enhance the quality of student services for graduate students through the implementation and delivery of program completion services at the School of Graduate Studies. 

Working with other members of the Graduate Academic Services team, the incumbent is responsible for the application of University policies and procedures, as they relate to graduate program completion. The Officer plays an integral role within the Office, to maintaining operational workflows of exam administration activities. The Officer assists with determining scheduling priorities, with a deep understanding of administrative processes and procedures and recommends changes for improvement. In this role, the Officer will also serve the graduate community providing guidance on academic regulations and guidelines, program and degree requirements, and following-up with students and graduate units to track program completion activities including the doctoral final oral examination, convocation lists, theses and all related processes. 

You will work closely with the Academic Services team to provide mutual support, ensuring the seamless operation of graduate student services and the successful resolution of issues.

Your responsibilities will include: 

• Application of University policies and procedures
• Maintaining accurate records for all tasks related to program completion administration
• Report generation and dissemination
• Maintaining operational workflows of program completion administration activities
• Providing job-related training and serving as a resource to others 
• Frequently responding to complaints and ensuring rapid and accurate issue resolution, or escalation
• Completing tasks for projects and other strategic initiatives with stakeholders
• Supporting exam activities and related processes
• Liaising with stakeholders to coordinate space and resource requirements
• Liaising and tracking and monitoring the distribution and return of convocation materials
• Applying knowledge of systems to troubleshoot technical issues
• Maintaining records of final oral examination committee decisions, theses outcomes and managing the thesis tracking database
• Reviewing and assessing student records to confirm eligibility to graduate

Essential Qualifications:

• Bachelor’s Degree or an acceptable combination of equivalent experience 
• Four (4) years of recent and related experience in a university setting 
• Good working knowledge of the University’s Student Information (ROSI) system 
• Demonstrated ability working with high volume and tight deadlines while maintaining a high level of accuracy and attention to detail
• Computer and internet proficiency, including expert knowledge of Excel, Sharepoint and other MS Office Suite or similar
• Ability to interpret and apply guidelines and policies to a variety of situations to ensure adherence and provide direction
• Superior customer service and interpersonal skills with the ability to work effectively with students, staff and faculty members, and other key stakeholders
• Highly developed problem-solving and analytical skills 
• Experience with event planning and preparation, including booking rooms
• Demonstrated strong oral and written communication skills; ability to communicate effectively both orally and in writing 
• Demonstrated ability to work with confidential information and to ensure privacy of student information is maintained at all times 
• Good judgement, tact and discretion in dealing with sensitive information 
• Ability to work both independently and in a team environment 
• Knowledge of School of Graduate Studies’ policies and procedures an asset 

To be successful in this role you will be: 

• Organized 
• Multi-tasker 
• Problem solver 
• Resourceful 
• Accountable 
• Meticulous 
• Adaptable 
• Approachable 
• Communicator 
• Tactful 
• Team player 

Closing Date: 10/21/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Student Services

Recruiter: Blythe Campbell

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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