Administrative Assistant - Jobs in Toronto, ON

Job Description

Date Posted: 12/10/2021Req ID: 21660Faculty/Division: Temerty Faculty of MedicineDepartment: Structural Genomics ConsortiumCampus: St. George (Downtown Toronto)Description:About us:Home to over 40 departments and institutes, the University of Torontos 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:The Structural Genomics Consortium (SGC) is an international Public-Private-Partnership that supports the discovery of new medicines through open access research (www.thesgc.org). Led from Toronto, the SGC is supported by public and philanthropic funding agencies and Pharmaceutical industry partners.The SGC-Toronto Laboratory within the Temerty Faculty of Medicine, University of Toronto is offering an exciting job opportunity for an energetic, independent, and highly organized Administrative Assistant. As the Administrative Assistant, you will be a collaborative team player providing administrative support to the Structural Genomics Consortium. As the front-line staff, you will interact with a variety of internal and external stakeholders, responding to inquiries and ensuring exceptional service with every interaction. You willalso manage the schedules for senior staff, organize meetings and coordinate logistics for a variety of events. This role requires you to be extremely well organized, be able to manage conflicting demands and independently complete high-quality work to meet established goals.Your responsibilities will include:

• Acting as the first point of contact for the Structural Genomics Consortium and responding to general enquiries
• Scheduling appointments including booking rooms and arranging appropriate accommodations
• Updating and maintaining records including performing routine data entry, and scanning, filling and copying documents
• Maintaining a senior staff members calendar including scheduling appointments, coordinating travel, resolving scheduling conflicts, informing staff of impending deadlines and providing updates as required
• Composing, preparing and editing routine documents and correspondence
• Collating and organizing data for various reports
• Contributing to the execution of events by supporting with logistical details such as coordinating event registration activities, preparing agendas, arranging catering and maintaining event calendar

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years related administrative experience, preferably within a university setting
• Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders
• Experience scheduling and coordinating in-person and virtual meetings including coordinating travel arrangements and events
• Experience maintaining complex schedules and calendars
• Experience independently drafting correspondence
• Experience dealing with sensitive and confidential matters is essential
• Advanced proficiency with Microsoft Office Suite
• Experience with survey tools, e.g., user surveys, fluid survey, survey monkey and social media communication platforms (twitter, blogs, Instagram)
• Solid communication, interpersonal, organizational and problem-solving skills
• Ability to work independently and as a team member
• Proven ability to multitask and work in a fast-paced dynamic environment with minimal supervision
• Strong attention to detail and demonstrated judgement, tact and discretion
• Ability to demonstrate adaptability and flexibility within an unpredictable, fast paced environment

Assets (Nonessential):

• Basic accounting skills

To be successful in this role you will be:

• Communicator
• Meticulous
• Multi-tasker
• Organized
• Resourceful
• Team player

Closing Date: 12/23/2021, 11:59PM ETEmployee Group: USWAppointment Type: Grant - TermSchedule: Full-TimePay Scale Group & Hiring Zone:USW Pay Band 07 - $52,173 with an annual step progression to a maximum of $66,722. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.Job Category: Administrative / ManagerialRecruiter: Maisha LouisQuick Apply

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