STUDENT SERVICES ASSISTANT – TALENT POOL

Talent Pool – this posting is open for future vacancies. Reports to: Registrar & Director of Student Services.

About the College

Trinity College is a vibrant and diverse academic community with a rich history and an excellent local and international reputation. Since its founding in 1851, the College has valued and fostered a high level of academic achievement with some 2,400 currently registered students, 800 of whom live at the College. The Trinity College campus grounds comprise spectacular historic buildings. The College is the smallest college on the St. George Campus of the University of Toronto, located in the central Toronto downtown core, steps from the Bloor – St. George subway station and Queen’s Park.

About the Role

The Student Services Assistant plays an essential role in the Office of the Registrar and the Student Service Centre by providing front-line student support and administrative services. As the primary point of contact, the Student Services Assistant handles inquiries from students, faculty, staff, and parents via email, in-person interactions, and phone calls.

Responsibilities

• Front Line Support
  • Acts as the main contact for the Office of the Registrar and the Student Services Centre, handling front desk, inquiries via email, and online platforms (e.g., MS Teams, Zoom) from students, faculty, staff, and the public.
  • Uses judgment to address a wide range of inquiries from students and visitors by assessing their needs, providing information and support, or making appropriate referrals.
  • Offers prospective and current students information, advice, and assistance on various aspects of the undergraduate experience, including degree requirements, academic rules, tuition and fee refund policies, petitions, financial aid and scholarships, course selection, program enrollment, Letters of Permission, transfer credits, OSAP, and international fee exemptions.
• Administrative Support
  • Manages the central email inbox for the office (trinity.registrar@utoronto.ca).
  • Manages the calendars of office staff and books appointments for students.
  • Manages the creation and execution of online drop-in sessions for students.
  • Prepares a range of letters and processes a variety of forms confirming students’ enrolment and registration status.
  • Performs various transactional tasks on student record systems. Transactions might include course enrolment management, processing fees deferrals, and making changes to fees, legal names, and legal status.
  • Uses diagnostic reports to identify issues with student records, reach out to students about the issues, and update student’s records on ROSI accordingly.
  • Oversees online triage, distribution, and submission of Arts and Science petitions.
  • Manages the Divinity transcript request and production process.
  • Monitors student traffic, requests, and appointments and keeps statistics on use of services.
  • Collects and posts information to the announcement monitors in various locations at the College.
  • Assists with posting of information on the College’s Quercus site for students.
  • Orders and performs inventory of office supplies.
• Other
  • Assists with preparation and execution of student events and programming.
  • Attends professional development and training opportunities related to the position to keep well informed on advising and student services best practices.
  • Supports the activities of work study students by providing non-supervisory guidance.
  • Other duties as assigned by the Registrar or Associate Registrar.

Requirements

• University degree or equivalent combination of education and experience.
• Minimum 2 years of experience in a high-volume, service-oriented environment in a frontline administrative capacity.
• Work in registrarial student services or working directly with undergraduate students in a post-secondary educational institution an asset.
• An understanding of Arts and Science rules, regulations, registration procedures, ROSI, and Degree Explorer an asset.

Skills

• Excellent interpersonal and communication skills, including sensitivity, diplomacy, and tact in addressing the concerns of a diverse student population.
• Capacity to work in a fast-paced, high-volume environment while managing competing priorities and handling constant interruptions.
• Sound judgment and ability to work well as part of a team.
• Well-developed computing skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook) and online/virtual tools (Zoom, MS Teams), and the ability to learn new software quickly.

Pay

Job Band: Administrative Assistant 08N. Hiring range: $64,731 - $77,677. Full band range: $64,731 - $93,212.

Schedule

Full-time, on site – 5 days/week.

Benefits

• Competitive benefits package, including group benefits.
• Defined benefit pension plan.
• Tuition waiver.
• Generous vacation time allotment.