Purpose:
The Faculty of Liberal Arts and Professional Studies (LA&PS) is the largest Faculty at York University with over 23,000 undergraduate and graduate students, and almost 100 programs delivered through 24 Departments, Schools and Colleges, plus the IBM Markham Learning Site. York University is known for championing new ways of thinking that drive excellence in promoting and enhancing, teaching, research and student success. Through innovative course design, diverse experiential education and learning opportunities, and a supportive community environment, our students receive the education they need to create big ideas that have an impact on the world. The Undergraduate Program Secretary (UPS) is responsible for providing course support to undergraduate faculty, administrative support to the undergraduate program and primary front desk reception for the academic unit. The UPS will also support the vision, mission, values and strategic direction of the Faculty of Liberal Arts & Professional Studies and York University, and contribute to a positive, supportive and client-focused team environment of high performance, respect, trust, collaboration and continuous improvement, embraces diversity and fosters inclusion.
Education:
High school diploma with some post-secondary education.
Experience:
Two (2) years of recent and relevant experience in office administration and front desk reception in an academic School/Department, some experience supporting teaching/courses is an asset. Requires demonstrated good record of attendance and punctuality, and excellent customer service capabilities.
Skills:
The ability to exercise tact and diplomacy as needed when dealing with others, dealing courteously and effectively with people. Effective oral and written communication to obtain and relay information accurately. Maintaining confidentiality. Attention to detail. Exercising good judgment and initiative. Working effectively and accurately under pressure of high volume and constant interruptions, ability to multi-task. Excellent organizational skills including ability to set priorities, proactively pursues completion of tasks to meet deadlines. Working independently as well as working effectively in a team. Knowledge of an on-line computerized records system (e.g. SIS). Word processing 40-45 wpm, accuracy is essential. Experience with updating websites (e.g. Contribute and/or WordPress is an asset). Intermediate word processing (MS Word) and spreadsheet skills (MS Excel).
Additional Notes:
Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
Hours of work: Monday to Friday, 8:30 AM – 4:30 PM. Must be able to work 11:00AM – 7:00PM one day a week. Requests to work overtime may occur during peak periods. Peak periods: January, Mid-March to Mid-April, Mid-May to Mid-June, Mid-August to Mid-September, Mid-November to Mid-December. Vacation restrictions: During peak periods.
In order to be considered as an internal applicant, York University employees in the YUSA-1 bargaining unit must apply for jobs through the Employee Career Portal – YU Hire.
If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to apply for jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. this is referred to as the ‘Posted Date’ on the job the posting. This applies to YUSA-1 internal and YUSA-1 Concurrent postings. Please refer to the ‘Posting Intent’ on the job posting.
If not filled by an employee in the YUSA-1 bargaining unit, employees in the YUSA-2 bargaining unit who have applied within the first 5 days from the ‘Posted Date’ will be given preference.
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We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal – YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.
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