Union (USW Local 1998) Job Opportunity

Office of the Principal, Victoria College

Posting Date: July 11, 2025

Closing Date: July 25, 2025

Position Title: First-Year Programs Liaison Officer

Pay Scale Group: USW Pay Band 12

Department: Office of the Principal, Victoria College

Pay Rate: $78,716 with an annual step progression to a maximum of $100,666

Type of Appointment: Continuing/Permanent

Normal Work Schedule: Full-time - 35 hours per week; Monday to Friday. Occasionally may be required to participate in events that take place during the evenings or weekends.

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca

Purpose:
Under the general direction of the Principal of Victoria College, reporting to the Director of Administration and Academic Programs Director, and in close collaboration with faculty, the incumbent is responsible for the administration of Victoria College’s First Year program, Vic One; Vic One Hundred/First-Year Foundations courses; and other first-year programs as they develop. Responsibilities include: advising the faculty, Academic Director, Associate Director, and Principal of developments in the programs and providing student feedback; participation in college and campus-wide student information events; maintenance of content on web sites and the on-line application site; administration of the admissions process for Vic One; providing information to students, parents, and alumni about the programs; administration of timetables; reviewing submissions to publications; advising students and ensuring overall positive first year experience; administration of events; providing statistical information; providing administrative support to the program faculty. This position requires regular contact with a wide range of people, so excellent communication and presentation skills are necessary.

Qualifications Required:
Education

University degree

Experience

4 years of relevant administrative, registrarial and student service experience, within a university setting.

Other

Proficiency with various software packages including Windows, Word, Excel and various databases. Familiarity with ROSI/ACORN and previous website management experience an asset. Strong planning and administrative ability. Excellent oral and written communication skills. Ability to contribute effectively to a team. Demonstrated ability to effectively relate to students.

DUTIES

Admissions, Liaison, Recruiting

• Manage all aspects of applicant assessment via the Vic One online application system.
• Correspond with incoming students to outline complexities of Vic One timetabling.
• Meet with the Academic Program Director, faculty members, and Principal to provide reports, updates and information on the progress of admissions and recruitment.
• Compile and manage program statistics and suggesting ideas for improving programs to Principal and the Academic Director through data analysis of statistics.
• Conduct informational seminars and represent the programs at recruitment events.
• Conduct tours for prospective students and their parents.
• Respond to enquiries about the programs from prospective students and parents.
• Coordinate publication of recruitment materials.
• With the Registrar’s Office, identify and target schools, organizations, and potential students

Registration, Enrollment and Academic Advising

• Provide/conduct academic advising for new/incoming students on first year issues, including advice to prospective students on entering Victoria College (Vic One and Vic One Hundred programs), and advice to current students on issues such as academic programs, other co-requisite courses, international study permits, and concerns around safety and proactively makes referrals for students in distress.
• Connect with FAS registrar’s office to enroll students in their Vic One courses, and monitor timetables to ensure that they are enrolled in the appropriate co-requisites
• Support the Registrar’s Office for student advising sessions. Track student progress through surveying; assess/relay feedback from students
• Act as resource person for aspects of first-year transition

Communications and Event Administration

• Manage the content for Vic One and Vic One Hundred webpages, brochures, pamphlets, and other promotional materials. Coordinate with the Communications Officer to regularly update academic and promotional material.
• Generates and updates student frequently asked questions (FAQs) for the website and promotional material.
• Help develop the programming regarding guest lectures and coordination of special events such as Pelham Edgar lecture and dinner, Judy LaMarsh lecture, and Year-End Dinners.
• Monitor events and advise students of potential events (from Alumni, Victoria, U of T)
• Develop and administer weekly plenary sessions
• Coordinate Vic One mentoring program, including identifying mentors and mentee participants
• Directing the work and responsibilities of student employees (work study students) for various Vic One programming including assisting with events and other administrative duties.
• Organize and coordinate other events as needed of the Victoria College Principal’s Office, such as dinners
• Communicate with event sponsors, invitees, and participants.
• Prepare cost estimates, order event supplies, process honoraria, ensure disbursement of payments
• Collect and keep track of receipts and event related expenses; prepare expense reimbursement forms in compliance with the Victoria University’s Travel and Hospitality Expense Reimbursement Guidelines
• In close liaison with Events Victoria, prepare cost estimates, books space, oversee all aspects including set-up, catering, audio visual and IT support, signage, etc.
• Design and distribute notice of events, schedules, and registration materials
• Compile and maintain registration and mailing lists
• Assist in hosting and supporting visitors and resource people (i.e.: students/volunteers) for events, arranging accommodation and other details as needed
• Prepare, collect, summarize, share and revise evaluations of each event on a regular basis

Coordinating academic activities

• Analyze course timetables and schedule Vic One courses to accommodate instructors and student schedules
• Collecting course syllabi and exam information from instructors; review and coordinate with Faculty of Arts & Science protocol
• Participate in planning meetings with the Principal and faculty instructors, including support for committees
• Other duties related to the business of the College as assigned, including backup support for the VIC Programs Liaison Officer and assisting with occasional, seasonal, special projects or tasks for peak periods and backup support for other roles in the Office of the Principal.

To Apply:
Internal Candidates: Apply by visiting https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and submit your application.

External Candidates: Apply by clicking "Apply Now" above.

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.