Job Description

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Closes: July 28, 2025

Position Title:

Manager, Administrative and Front Line Advising

Office:

Registrar's Office

Category:

PM4

Supervisor

Registrar and Director of Student Advising

Hours:

35-hour work week. Regular office hours. Occasional evenings and weekends for special events.

Compensation:

$129,581 - $145,000

Pay Band:

PM4

Terms:

Full-time permanent position (in-person)

Posting date:

July 11, 2025

Closing date:

July 28, 2025

Apply to:

Hr.stmikes@utoronto.ca

Attention: Human Resources

(please include position title in subject line of email when submitting curriculum vitae and cover letter).

ABOUT ST. MICHAEL'S COLLEGE

The University of St. Michael's College boasts a diverse and vibrant community of over 5,400 undergraduate students registered within the Faculty of Arts and Science at the world-renowned University of Toronto.



The College is home to students enrolled across a full range of the undergraduate courses and programs offered in the Faculty of Arts and Science. It also sponsors four acclaimed interdisciplinary programs (Book & Media Studies, Celtic Studies, Christianity and Culture, Medieval Studies) and numerous first-year courses. These courses and programs are open to all students in the Faculty of Arts and Science and are grounded in the interdisciplinary strengths, intellectual history, and special collections and resources housed within the College.



St. Michael's College is home to one of the busiest and most popular libraries on the St. George campus; to an acclaimed art collection; to a Print Studio featuring a variety of working historic printing presses; to an Academic Success Centre housing dedicated supports in writing, research, and learning strategy; and to a dynamic community of student groups and clubs. It is also home to a recognized community of supportive faculty, fellows, and librarians who teach across various subjects at UofT and who participate actively in the provision of mentorship, research, and co-curricular opportunities for undergraduates.



Located in the downtown core only steps away from the Royal Ontario Museum, Queen's Park, and the two main subway lines, St. Michael's College offers a "home away from home" to commuter and resident students alike. Renowned for its beautiful historic grounds and peaceful campus setting, it is home to a variety of residence buildings that range from historic old houses to more modern constructions. The College provides a unique residence experience to over 650 undergraduate students and an atmosphere of a friendly and characterful neighbourhood to all students across a variety of spaces that include a library late-night cafe, a Wellness Studio, and a basketball court.



Committed to supporting and empowering students in all aspects of their university experience, St. Michael's continues to build upon its informing strengths in teaching and scholarly excellence, academic support, interdisciplinary exploration, and the provision of a close-knit community that recognizes the uniqueness of every student's journey. It thrives on the energy and engagement of a student community encouraged to explore, discover, and apply their learning, ambition, and curiosity to an active engagement with the wider community. Never complacent in this commitment to the student experience and ever-responsive to the enlivening potential of challenge and initiative, St. Michael's is embarking upon a renewed investment in key areas of student support.

THE REGISTRAR'S OFFICE AT ST. MICHAEL'S COLLEGE

St Michael's College is dedicated to challenging, supporting, and empowering in each student their potential to explore and fulfill a full sense of academic engagement (and thus achievement) in the broadest, most transformative sense. The Registrar's Office is central to this definition of the College experience to students, to the College as a whole, and ultimately to the larger university and alumni community.



The Registrar and Director of Student Advising is a prominent senior leader and representative of the undergraduate College experience within the College and within the Faculty of Arts and Science. The Registrar's Office constitutes an essential point of informed and individualized advising, contact, and referral for students on a variety of complex, ever-evolving matters related to their academic experience. The experience, expertise, and critical data analysis skills of the staff within that office also provide an essential resource for the support of the larger strategic direction and leadership of the College as a whole.



In recognition of the complex challenges, needs, and opportunities inherent in the contemporary university student experience, St. Michael's College is looking to invest and build upon the strengths of its current office. With portfolios currently dedicated to student services, financial aid, awards, and recruitment, it will be supporting these areas with greater vigour and an extra level of dedicated leadership in the form of two new managerial hires. It will also be investing proactively in other, related areas of student advising and support encompassing transition and retention; academic advising; upper-year transition and career/grad school planning; support and referral; co-curricular and experiential learning; awards planning; and the analysis of data and trends in order to inform strategic directions.

POSITION SUMMARY

Under the direction of the Registrar and Director of Student Advising, the Manager, Administrative and Front Line Advising performs a leading strategic, management, and supervisory role within the office of one of the largest Colleges within the Faculty of Arts & Science. The Manager, Administrative and Front Line Advising will possess exceptional skills and experience in complex academic and financial advising; strategic leadership and process management; financial management and oversight; the use of IT applications, services and tools; staff management and oversight; and strategic reporting and analysis of statistical and financial information. They will also play a crucial role in helping to inform the strategic planning of holistic programming for domestic and international undergraduate students within the College.



Personable, collaborative, and quietly and effectively confident in their leadership and expertise, the candidate will be expected to manage and supervise an existing team of advisors ranging from senior Associate level to entry-level Front Line Advisors. They will be responsible for the senior-level training and direct management of any new staff under their portfolio and for the effective documentation and management of process and procedures. They will help to strategize and lead, develop, and oversee the implementation of change and special projects including but not limited to awards programs, workshops, and seminars. They will be expected to model - in leadership practice, knowledge, advising approach, and programming initiatives - a proactive and holistic approach to student advising, with an emphasis on enabling student success as defined by circumstances and expectations unique to each individual.



As Manager of the Front Line advisors, the successful candidate will be responsible for training and managing an efficient, personable, and thoroughly informed team to an advanced level. The Front Line advisors will be confidently capable of knowing how best to advise students, when to make appropriate referrals within or outside of the office, and how best to maintain and process documents, transactional materials, and records.



When necessary, the Manager will develop and implement training and professional development materials and/or processes and procedures. They will help to coordinate the workflow and to manage the daily operation of the fees, awards, and financial aid portfolio as delivered by the Associate Registrar, Awards and Financial and the Academic Advisor, Fees and Financial Aid. In that context, they will also act as a senior administrative point of contact with the Advancement office in relation to donor-funded awards and sources of financial aid.



The candidate will be responsible for some of the most complex student cases in the office, dealing frequently with ongoing and complicated scenarios that demand an exceptional knowledge of policies, applications software, and procedures - and a strong familiarity with the support and referral structures within the College and various departments within and across the Faculty of Arts & Science and the University of Toronto.



The candidate will be expected to advise students on complex financial aid matters, bursaries, awards, budgeting, and personal financial management. They will be expected to produce complex statistical and/or financial reports; to manage budgets for portfolio projects; and to oversee a considerable awards and financial aid budget.



As a senior member of the Registrar's managerial team, the candidate will be expected to advise strategically on initiatives and projects informed by statistical data and an overall mandate to ensure individual, proactive support of students from a variety of socio-economic and cultural backgrounds with often very distinct and complex needs, circumstances, and expectations.



This is a permanent appointment.

QUALIFICATIONS

Required Qualifications

Bachelor's degree. Master's degree or equivalent combination of education and experience.

Experience

Minimum six years of intensive academic advising experience to undergraduates within a university environment. Minimum four years of senior administrative experience within a university environment. Proven experience in managing an awards portfolio. Detailed knowledge of university record systems, IT applications, policies, and procedures. Extensive experience in supporting and advising students on complex academic, interpersonal, and financial issues. Extensive experience in and evidence of strategic, sophisticated collection and analysis of data across a variety of IT applications, services and tools. Experience in working collaboratively across units and departments, including those not specifically dedicated to academic advising. Senior-level experience in university admissions. Experience in financial reporting and budget management. Experience in successful management, supervision, and/or leading of staff, preferably in a unionized environment. Extensive experience in strategic and creative seeking-out of information through specialized tools/IT applications and from multiple sources. Senior-level experience presenting data in formal or informal settings. Senior-level experience in management of confidential information and thorough familiarity with data retention and management policies and procedures.

Skills

Excellent written and oral communication skills in English. Exceptional 1-1 advising skills. Excellent research, analytical, and reporting skills. Excellent organizational and time management skills: ability to manage details and implement and document process and procedures while maintaining a broader, strategic Proven ability to manage and refer complex crisis-level situations and to manage unpredictable or urgent problems. Excellent project management skills: proven ability to devise and direct large-scale projects. Advanced ability to create and edit documents in, but not restricted to, Microsoft Word, Excel, Power Point, Advanced expertise and skills with ROSI/ACORN, Degree Explorer, and other similar enterprise database solutions/CRM systems. Senior-level ability to produce detailed and efficient process and/or procedure materials for onboarding and/or transition planning. Collaborative and consultative approach with managers and staff. Proven ability to manage, maintain, and report a financial budget. Exceptional individual and team management skills: proven ability to mentor and to lead change. A high level of muscular coordination and/or manual dexterity for precise processing of a variety of documents or inputting data where corrections are permitted after the fact. Demonstrated initiative; conscientious, tactful, and diplomatic. Exceptional independent work habits and organizing strengths. Exceptional knowledge of the Registrarial process from recruitment to graduation.

We thank all applicants for their interest. Only those considered for an interview will be contacted.


The University of St. Michael's College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


If you require accessibility accommodation, please contact Human Resources at 416.926.7101 or

hr.stmikes@utoronto.ca

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Department Registrar's Office