Executive Assistant & Faculty Affairs Administrator Date Posted: 10/08/2024Req ID: 40050Faculty/Division: Temerty Faculty of MedicineDepartment: Institute of Medical ScienceCampus: St. George (Downtown Toronto)Position Number: 00049397 About us:Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.Your opportunity:With over 600 faculty and 500 students, the Institute of Medical Sciences (IMS) was established to foster education and scholarship in the Clinical Departments of the Faculty of Medicine. We specialize in translational research with a strong emphasis on bench-to-bedside clinical applications, and we are a graduate unit of choice for MDs seeking training as a clinician investigator. Our graduates have been appointed to instrumental positions as academic and health care professionals in universities, government and private industry.As Executive Assistant and Faculty Affairs Administrator, you will act as a trusted liaison between our senior leadership team and internal and external partners to support the advancement of our Institute's academic priorities. Your superior organizational and anticipatory skills will enable you to proactively support the Director's day-to-day needs, coordinate executive committees and provide high quality administrative support in the areas of academic searches and appointments. With discretion, tact and diplomacy, you will facilitate the various demands placed on our resilient leaders and cultivate an inclusive and welcoming environment.Your responsibilities will include:Managing the Director's calendar, scheduling meetings and drafting and proofreading internal and external communications and correspondence on behalf of the DirectorActing as first point of contact and resource to the department and hospital sites on faculty appointment and re-appointment processesProviding support for faculty appointments, including tracking the status of applications, uploading documents to the applicant tracking system, circulating documents, drafting letters of support, collecting feedback from search committee members and preparing contracts using templatesProviding support to students on financial award matters and eligibility and possible outcomes and tracking and monitoring distribution of awardsActing as a the first point of contact for inquiries related to equity, diversity and inclusion, supporting the EDI committee, liaising with EDI offices across the Faculty and hospital research institutes, and coordinating related training and learning opportunities for students, faculty and staffCollating and organizing data and preparing draft statistical reports and summariesEssential Qualifications:Advanced College Diploma (3 years) or acceptable combination of equivalent experienceMinimum three (3) years' related experience, preferably within an academic institutionDemonstrated experience supporting senior administrators including managing calendars, scheduling meetings and coordinating travel arrangementsDemonstrated experience providing support for academic searches, appointments, promotions and reviewsExperience supporting awards administrationExperience writing and editing correspondence and preparing status reportsExperience providing support to committeesAdvanced proficiency in MS Office Suite, survey tools (Microsoft Forms) and content management systems (Drupal)Strong interpersonal and communication skills, both oral and writtenSuperior customer service skills; ability to work effectively with faculty members and other key stakeholdersAbility to interpret policies and guidelines and develop processes and proceduresDemonstrated ability to work independently and also collaboratively in a team environmentSuperior organizational and time management skills with an ability to prioritize, multi-task and meet strict deadlinesEffective problem solving, tact, discretion and good judgement in dealing with confidential informationProven commitment to working in a manner that demonstrates support for equity, diversity and inclusivityAssets (Nonessential):Working knowledge of key EDI concepts, issues and trendsExperience working with HRIS, Laserfiche, FOCUS, Graduate Education Management System (GEMS) and FileMakerTo be successful in this role you will be:ApproachableArticulateMulti-taskerOrganizedClosing Date: 10/17/2024, 11:59PM ETEmployee Group: USWAppointment Type: Budget - ContinuingSchedule: Full-TimePay Scale Group & Hiring Zone:USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.Job Category: Administrative / ManagerialRecruiter: Andrea Varicak 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.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Diversity Statement:The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.Accessibility Statement:The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission. The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.If you require any accommodations at any point during the application and hiring process, please contact ******.
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