Executive Assistant to the Chair and Project Coordinator

at  University of Toronto

Date Posted: 09/26/2024
Req ID: 39583
Faculty/Division: Faculty of Arts & Science
Department: Department of Physcis
Campus: St. George (Downtown Toronto)
Position Number: 00056541

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.
The Department of Physics is part of a dynamic academic community offering programs and courses to undergraduate and graduate students. We provide a comprehensive set of fundamental tools that can be brought to bear on many problems across a variety of fields. With world-class laboratories and outstanding faculty, the department fosters an in-depth understanding of an extremely diverse array of systems. Situated in the heart of downtown Toronto, our department is affiliated with various departments, institutes and research organizations, providing a broad network for our staff and students.

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 externalcontacts, preferably in an academic or research-intensive institution
• Experience providing administrative support including administering and managing multiple calendars on various systems (Google Calendar and doodle poll, etc.); 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, such as program/student data, ROSI data, course evaluation data, financial data, and other data related to projects
• 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 (email, calendar, contacts, to do’s) and Power Point. Thorough knowledge and proficiency with OneDrive and SharePoint.; 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, in written, synchronous communication, and in-person; superior service orientation

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:

• 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

TO BE SUCCESSFUL IN THIS ROLE YOU WILL BE:

• Accountable
• Communicator
• Organized
• Problem solver
• Self-directed
• Team player
  Closing Date: 10/10/2024, 11:59PM ET
  Employee Group: USW
  Appointment Type: Budget - Continuing
  Schedule: Full-Time