Administrative, Outreach and Communications Assistant to the Chair (Term)

at  University of Toronto

Date Posted: 11/01/2024
Req ID: 40510
Faculty/Division: Faculty of Arts & Science
Department: Dept of Classics
Campus: St. George (Downtown Toronto)
Position Number: 00051180

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.
We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.
Founded in 1827, the Department of Classics is one of the largest departments of its kind in North America and is internationally renowned for the excellence of itsprograms. Our diverse faculty study all aspects of the Greek and Roman world and are cross-appointed with multiple departments, centres and the Royal Ontario Museum. Our department is home to the Woodbury Library with its extensive holdings in Greek and Latin, epigraphy and papyrology. We offer unique programs of unusual breadth and intellectual variety in one of the most culturally diverse cities in North America.

ESSENTIAL QUALIFICATIONS:

• Advanced College Diploma (3 years) or an acceptable combination of education and experience.
• Minimum five (5) years of relevant administrative/communications experience, preferably in a post-secondary or research-intensive institution, or in the public sector.
• Experience providing senior level administrative support including administering a busy and complex calendar; preparing and monitoring schedules and keeping participants up to date with upcoming projects, events and deadlines.
• Experience drafting, editing and preparing a variety of written documentation and communications, including the ability to concisely summarize information and prepare original correspondence.
• Extensive experience developing agendas, taking minutes efficiently, recording action items in meetings, and establishing follow-up protocols.
• Demonstrated experience and understanding of social and multimedia platforms, channels, trends, and capabilities.
• Experience with Adobe Creative Suite (Photoshop, InDesign, Illustrator, and Dreamweaver), and Content Management Software (WordPress and Drupal).
• Graphic editorial design experience and skills
• Experience with event logistics, including the use of scheduling software and online platforms to assist in the logistics of organizing meetings and events.
• Demonstrated experience in taking initiative to conceptualize and organize event activities.
• Demonstrated advanced skills in MS Office (e.g. Word, Excel, Access, PowerPoint, Outlook, OneDrive, Sharepoint).
• Intermediate skills with online video/audio conferencing applications (e.g. Zoom, Microsoft Teams).
• Superior interpersonal, oral and written communication skills.
• Strong organizational and time-management skills, with the ability to adapt to new and changing priorities.
• Demonstrated strong client service orientation and experience fostering equity, diversity and inclusion in the workplace.

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.

YOUR RESPONSIBILITIES WILL INCLUDE:

• Acting as the first point of contact for general enquiries.
• Acting as the point of contact for Facilities.
• Maintaining the inventory of space, equipment and keys.
• Liaising with internal and external contacts, such as University of Toronto Communications and the Faculty of Arts and Science Communications and Public Affairs, current students and alumni, and local high schools to promote programs and collaboration.
• Keeping well-informed on leadership commitments and priorities.
• Keeping well-informed onpolicies, procedures, regulations and new technology.
• Coordinating the preparation and distribution of promotional/outreach materials.
• Maintaining information and databases on digital platforms.
• Conceptualizing, organizing and executing event activities and promoting events and programs to target audiences.
• Designing and producing online and printed publicity materials for events.
• Website design and updates.
• Maintaining an active social media presence.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL BE:

• Discerning
• Multi-tasker
• Possess a positive attitude
• Resourceful
• Tactful
• Team player
  Closing Date: 11/12/2024, 11:59PM ET
  Employee Group: USW
  Appointment Type: Budget - Term This is a term position for 6 months.
  Schedule: Full-Time