Petitions Assistant

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of the Registrar is responsible for student recruitment and admissions, direct and online service to current students, including registration, financial aid, scholarships, academic assessments, graduation and petitions. It also provides course scheduling, administration of tests and exams, enrolment data analysis and business intelligence.

It is the vision of the Office of the Registrar to connect every student to success by providing excellent service and support to students, faculty, staff and the broader community. Members of the Office of the Registrar team value accountability, inclusivity, community and leadership and take pride in work that is student-focused and meaningful.

This search aligns with the University's commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Working under the direction of the Assistant Registrar, Petitions, and closely with the Petitions & Appeals Specialist, you will be responsible for administrative and clerical support functions that support the campus petitions processes. You will act as a first point of contact for the petitions team by responding to email inquiries from university staff and faculty on petitions and triaging correspondence to the petitions team, prioritizing urgent inquiries. You will use your excellent attention to detail to track incoming petitions efficiently and accurately to ensure that content received is relevant and complete. You will prepare petitions for adjudication ensuring that information is entered into notes and documentation is in order. You will make changes to records on ROSI and create lists and data as required, by using your knowledge of technology and student information systems.

The work requires liaising with other Office of the Registrar team members including front line services and the examinations team, as well as other UTSC student services professionals to ensure quality and professional response to student needs through petitions. This role is very important to the Office of the Registrar as it supports the petitions adjudication process so that the team can respond to petitions in a timely manner.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Providing detailed information on processes, policies, and procedures
• Providing detailed information to committee members on petition and/or appeal rules, guidelines and procedures
• Liaising with contacts to facilitate collaboration on petitions and/or appeals
• Verifying students eligibility to write deferred examinations
• Analyzing administrative processes and procedures and recommending changes for improvement
• Updating and maintaining database records
• Scanning, filing and copying documents

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum two (2) years of related work experience providing students with front-line information related to post-secondary academic policies and processes.
• Knowledge of academic policies, regulations and procedures.
• Demonstrated experience dealing with student inquiries.
• Demonstrated commitment to provide quality service to students in a fast paced customer service environment.
• Knowledge of FIPPA (Freedom of Information and Protection of Privacy Act).
• Effective interpersonal and communication skills (written and verbal), problem solving and organizational skills and excellent attention to detail.
• Ability to work independently and in a team environment.
• Ability to demonstrate integrity, professionalism, sound judgement, tact and confidentiality.
• Familiarity with a student database system such as ROSI/ACORN or similar student information database system.
• Strong computer skills with experience in Microsoft Word, Outlook, Excel, PowerPoint, and SharePoint.
• Demonstrated experience generating reports.
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

To be successful in this role you will be:

• Accountable
• Communicator
• Organized
• Problem solver
• Tactful
• Team player

Notes:

• A copy of the full job description is available upon request from the UTSC HR Office.

• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 02/10/2025, 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: Registrarial Services
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.