Executive Assistant to the Chair and Project CoordinatorDate Posted: 09/26/2024
Req ID: 39583
Faculty/Division: Faculty of Arts & Science
Department: Department of Physics
Campus: St. George (Downtown Toronto)
Position Number: 00056541
Description: About us:
The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
The Department of Physics is part of a dynamic academic community offering programs and courses to undergraduate and graduate students. With world-class laboratories and outstanding faculty, the department fosters an in-depth understanding of an extremely diverse array of systems.
Your opportunity:
Under the general direction of the Chair and with oversight from the Manager, Finance and HR Administration, the Executive Assistant and Project Coordinator provides administrative support and coordination for academic processes including academic searches, tenure, promotion, and Progress-through-the-Ranks (PTR). The position serves as a key point of contact between the Department of Physics and FAS Academic Human Resources. The position provides support to committees including with scheduling, drafting agendas, minute-taking, and coordination and dissemination of associated materials as well as ensuring follow-up on action items.
This is an onsite position.
Your responsibilities will include: Applying established standards when administering academic search activities.Applying established standards when administering tenure and promotion activities.Coordinating tasks for projects and other strategic initiatives with stakeholders.Conceptualizing, organizing and executing event activities.Determining logistical details and activities for events and/or programming.Developing content for marketing and/or promotional materials.Preparing draft statistical reports and summaries from data collected.Following administrative rules and procedural instructions.Essential Qualifications: Advanced College Diploma (3 years) in Business Administration, Communication or acceptable combination of equivalent experience.Minimum three (3) years' relevant and recent experience with related progressive executive assistant experience including experience liaising with internal and external contacts, preferably in an academic or research-intensive institution.Experience providing administrative support including administering and managing multiple calendars on various systems; monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events; booking committee meetings and taking meeting minutes.Experience working with committees, taking minutes, identifying action items for follow up, and preparing written documents from minutes and/or notes.Knowledge providing academic support with academic searches, tenures, promotions, leaves, and three-year reviews or other related processes.Experience liaising, via email, audio conference, video conference, and in-person communication, with senior administrators and or faculty members, responding to and handling administrative matters of complex, sensitive and confidential nature.Experience coordinating project tasks and tracking project progress.Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence.Relevant experience implementing communications plans, producing and editing communication materials and managing social media communications presence.Experience effectively tracking, managing, compiling, reviewing, and presenting qualitative and numerical data.Experience with developing and managing digital marketing.Demonstrated attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities.Excellent organizational, analytical and time management skills with superior ability to oversee a busy schedule, manage competing deadlines, and consistently deliver results with initiative and flexibility.Advanced computer skills with Microsoft Office including Word, Excel, Outlook and PowerPoint. Familiarity with planning and data management tools.Excellent oral and written communication skills.Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight; and ability to exercise judgement and discretion in handling sensitive and confidential information.Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably, and effectively with all senior academic administrators, faculty, staff, students and members of the public.Assets (Nonessential): Some training and experience with project management tools.Some training and experience with document design.Some training and experience with event planning.Some experience with web page content management.To be successful in this role you will be: Accountable.Organized.Self-directed.Team player.Closing Date: 10/10/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595.
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.
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.
Accessibility Statement:
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members.
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