Administrative Coordinator - Jobs in Toronto, ON

Job Description

Date Posted: 11/26/2021Req ID:21405Faculty/Division: Faculty of Arts & ScienceDepartment: ARTSC: Office of the DeanCampus: St. George (Downtown Toronto)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.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.Your opportunity:Working with a high degree of independence and autonomy under the general direction of the Vice-Dean, Graduate, Vice-Dean Undergraduate, and Associate Dean, Teaching and Learning, and reporting to the Director of Academic Planning and Program Initiatives, the incumbent manages and supports a range of activities, including confidential items, related to operations, planning, projects and initiatives within the Dean’s Office. The main focus and scope of the position is determined by the range of responsibilities, initiatives, and projects undertaken by the Vice Deans and the Associate Dean within the Dean’s Office.Major responsibilities include efficiently and effectively managing, coordinating and advancing several projects and initiatives, and also organizing the daily activities of the Vice Deans and Associate Dean within the Office of the Dean, which often entails preparing for meetings of various scales, in-person and virtual, and also managing complex calendars.Applying broad knowledge of Faculty and University policies, academic programs and procedures, the incumbent will gather, synthesize and review information primarily related to curriculum and pedagogy; prepare written reports, proposals and summaries; communicate key elements of issues/processes in writing and verbally; design and streamline administrative processes; develop and maintain positive communication practices and assist with special projects.The incumbent will ensure the Vice Deans, and Associate Dean are informed of pertinent issues through development of and delivery of briefings regarding decisions, operational issues, reports; establish and maintain positive relations through communication with a wide variety of internal and external contacts being aware of sensitivities and confidential issues; write reports and summarize proposals; compose complex and sensitive correspondence; resolve issues and respond to inquiries based on knowledge of the Vice Deans and Associate Dean portfolios and priorities.The Coordinator liaises with members of the Dean’s Office, with academic administrators and staff across the Faculty, with the Office of the Provost and other university offices to fulfill his/her responsibilities. The Coordinator engages in discussions with Chairs, Directors and Principals to relay information and collect information related to operations, planning, projects and initiatives across the Faculty of Arts & Science on behalf of the Vice Deans and Associate Dean.Essential Qualifications:EDUCATION:University degree or an equivalent acceptable combination of education and experience.EXPERIENCE:A minimum of three (3) years of senior executive assistant experience. Demonstrated experience liaising with senior directors/administrators, responding to and handling matters of a complex, confidential and sensitive nature, working with policies and procedures and searching and compiling information. Experience establishing and maintaining effective office systems and protocols. Experience drafting plans, proposals, briefing documents and reports. Experience managing highly complex calendars.SKILLS:Excellent oral and written communications skills. Proven ability to assimilate and interpret significant amounts of information. Independent decision-maker and able to collaborate with colleagues and senior academic leaders. Strong analytical, synthesis and organizational skills; precision of thought and attention to detail; the ability to apply principles to factual situations; a sense of process; ability to serve the needs of multiple clients needs while preserving and guarding the intent/integrity of policy and principles with utmost neutrality and objectivity. Demonstrated experience in coordinating complex multiple projects to completion. Must be able to meet deadlines and prioritize tasks and responsibilities. Microsoft Word, Excel, Outlook, and website management software products.OTHER:Strong organizational and planning skills. Ability to deal in a responsive, highly professional and timely manner with contacts on behalf of the Vice Deans. Ability to exercise a high degree of tact and judgement in managing contacts. Strong relationship and relationship building skills and ability to effectively and positively interact with all levels of University administration. Ability to analyze information and budgets and prepare documents within the parameters set by the Vice Deans. Demonstrated ability to track, manage and compile information and data. Ability to work under the pressure of multiple deadlines and conflicting priorities. Must be able to work independently and as part of a team. Knowledge and understanding of University structures, Faculty and Departmental priorities as well as an understanding of University/Faculty policies and procedures an asset.Closing Date: 12/06/2021,11:59PM ETEmployee Group: SalariedAppointment Type: Budget - ContinuingSchedule: Full-TimePay Scale Group & Hiring Zone: PM 1 - Hiring Zone: $67,046 - $78,220 - Broadband Salary Range: $67,046 - $111,741Job Category: Administrative / ManagerialQuick Apply

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