Duties and Responsibilities:
The Undergraduate Administrator is the primary contact in the Institute for inquiries regarding the Undergraduate Program. Under minimal supervision of the Institute Administrator, the incumbent advises students regarding program requirements; assists with admissions, as well as Fall, Winter and Summer registration. The incumbent is also responsible for approving students for Fall, Winter and Spring graduations; reviewing academic audits for accuracy on a regular basis, and alerting the Institute Administrator to serious problems with these audits, taking appropriate action to correct minor errors; and maintaining statistics on undergraduate students as required. These tasks constitute the majority of the Undergraduate Administrator’s duties.
Furthermore, the incumbent is responsible for answering the main telephone and provides general office reception; providing information and answers to a wide variety of questions regarding the Institute’s undergraduate program, course offerings and activities. In addition, there are routine inquiries that require a response from inside the University, other universities and the general public.
The position also entails the provision of administrative support for the Field Placement Co-ordinator as well as the Institute Management Committee and Institute Board. The incumbent is called upon to compose a variety of correspondence and is expected to be familiar with and operate various types of office equipment (computer systems, photocopier, facsimile machine, computer software, etc.), including accessing Banner, FAST and OIRP Data Cube systems in order to obtain student data. The incumbent is also responsible for sorting and distributing incoming mail; assisting with student recruitment activities, facilitating communication with student organizations (e.g., the Criminology Society), and performing other duties as assigned.
The incumbent must possess the following qualifications:
Education and Experience:
The above is normally acquired through the completion of:
- Initiative, good judgement and the ability to work independently
- Ability to organize work, set priorities, handle multiple tasks and work quickly and accurately under pressure to meet deadlines
- Proficient communication skills, both oral and written, as well as the ability to organize and provide first level analysis of data
- Highly developed interpersonal skills and the ability to be patient and to use tact and discretion are paramount when dealing with faculty, students, potential students, and the general public, using confidence and initiative to handle difficult situations
- Knowledge of the undergraduate program
- knowledge of general office procedures
- Knowledge of university academic regulations and administrative structure
- Knowledge of current computer software applications and various University databases (e.g. Banner, FAST, OIRP Cubes, etc.)
- Completion of an undergraduate University degree
- Minimum of 4 years of experience in a University office environment. Equivalencies will be considered