EA and Academic Administrator

at  University of Toronto

Date Posted: 01/29/2025
Req ID: 41488
Faculty/Division: OISE
Department: Dept of Curriculum, Teaching & Learning
Campus: St. George (Downtown Toronto)
Position Number: 00009989

ABOUT US:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto - Canada’s most dynamic and comprehensive institution of higher learning.
OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy. A unique place to work, learn and grow, OISE addresses current and emerging challenges with the scale, academic excellence and collaborative energy that few institutions in the world can claim.
The Department of Curriculum, Teaching and Learning is the largest of four departments at the Ontario Institute for Studies in Education (OISE). With a diverse community of tenured, research, and teaching stream faculty, the department offers a wide-range of graduate courses and programs relating to academic scholarship and professional practice.

ESSENTIAL QUALIFICATIONS:

• Advanced College Diploma (3 years) and/or acceptable combination of equivalent experience.
• Minimum five years recent and related senior administrative/executive assistance experience in a busy academic or professional work environment, preferably within a University setting.
• Experience providing senior level administrative support including administering a busy calendar, preparing and monitoring cyclical schedules with upcoming events and deadlines, making travel and hotel arrangements and ensuring the administrative processes of a busy work environment functions efficiently.
• Experience with recruitment, involving tracking applications, drafting employment letters and creating and updating job postings.
• Experience working with committees, taking minutes and preparing written documents from minutes and/or notes.
• Experience providing academic support with academic searches, tenure reviews, promotions, leaves, and three-year reviewsor other related processes.
• Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of complex and sensitive nature.
• Experience in organizing the logistics of meetings andspecial events.
• Experience maintaining confidential records and files. Experience with preparing correspondence.
• Experience working with CUPE 3902, unit 3 collective agreement and/ or other related collective agreements.
• Advanced proficiency with Microsoft Office including Word, Excel, and Outlook. Thorough knowledge and proficiency with One drive and SharePoint.
• Familiarity with planning and data management tools. Capacity to summarize information and prepare reports.
• Proficiency with and knowledge of SuccessFactors (SF) and Quercus (Canvas) or similar systems.
• Excellent oral and written communication skills. Excellent interpersonal skills and a strong team player.
• Extremely well organized with excellent time management and the ability to organize complex tasks and meet strict deadlines. Ability to deal effectively and efficiently with a large volume of work in a timely manner. High tolerance for dealing effectively with busy and demanding clientele and meeting deadlines. Ability to manage multiple/competing deadlines and priorities.
• Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality.
• Excellent problem solving and analytical skills with the ability to assess urgency and prioritize tasks.
• Demonstrated meticulous attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities.
• Superior service orientation. Strongnote-taking skills.
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably and effectively.

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:

• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors.
• Applying established standards when administering academic search, tenure and promotion activities.
• Keeping well-informed on policies, rules, regulations, guidelines, and relevant collective agreements related to the academic life cycle.
• Liaising with senior leaders to coordinate and administer changes to faculty employment status.
• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Assessing, revising and following processes that support academic and administrative activities for the department.
• Maintaining senior staff calendars. Relaying and/or gathering information from senior leadership.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL BE:

• Meticulous
• Organized
• Problem solver
• Responsible
• Tactful
• Team player
  Closing Date: 02/07/2025, 11:59PM ET
  Employee Group: USW
  Appointment Type: Budget - Continuing
  Schedule: Full-Time