New Job Administrative Assistant In Ontario

Date Posted: 04/13/2023
Req ID: 30734
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Biochemistry
Campus: St. George (Downtown Toronto)
Position Number: 00046462

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's 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 Department of Biochemistry is a dynamic community of 70 faculty, 150 graduate students and 450 undergraduate students. Our research touches on fundamental questions on basic mechanisms of living systems as well as the discovery of new therapeutics against infection, cancer and neurodegenerative disease. Our departmental mission is to offer undergraduate and graduate education that is second-to-none in the world. We aim to prepare the best minds for careers in academia as well as the private sector.

As Administrative Assistant, you will ensure an effective and efficient operation of the Chair's Office and provide high quality administrative support in the areas of academic searches, appointments, reviews and promotions. You will work closely with other administrative leaders in our Department to provide administrative support when needed, and be part of our Department leadership meetings. You will serve as our frontline receptionist and primary resource for departmental inquiries, draft and edit correspondence and support various projects, conferences and initiatives. Your stellar communication and organizational skills combined with your high degree of professionalism and confidentiality will be essential to your success in this role.

Your responsibilities will include:

• 
  Acting as the first point of contact and responding to enquiries within the defined scope of the role
• Scheduling appointments and drafting correspondence and letters on behalf of the Chair
• Providing administrative support for academic searches and appointments
• Providing administrative support for the department’s promotion and tenure reviews and other annual faculty processes for appointed and status-only faculty
• Supporting committees and coordinating event logistics, including booking speakers, arranging catering and organizing materials
• Processing cost recoveries, expense reimbursements and invoices

Essential Qualifications:

• 
  Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years’ related experience, supporting senior administrators, including managing calendars, scheduling multiple meetings, coordinating travel arrangements and booking accommodations
• Experience supporting committees and coordinating conferences and events
• Experience writing and editing correspondence materials and preparing status reports
• Experience processing financial transactions
• Advanced technical proficiency and expertise in Microsoft Office Suite (Word, Excel, Access) and other editing/graphical software
• Strong communication and interpersonal skills
• Superior customer service skills; ability to work effectively with faculty members and other key stakeholders
• Exceptional organizational skills and the ability to effectively manage high volumes and varied duties with competing priorities and tight deadlines
• Effective problem solving, tact, discretion and good judgement in dealing with confidential information
• Demonstrated ability to work independently and also collaboratively in a team environment
• Flexible and adaptable with good initiative

Assets (Nonessential):

• 
  Experience providing support for academic searches, appointments, promotions and reviews
• Experience working with Financial Information Systems (FIS)

To be successful in this role you will be:

• 
  Communicator
• Courteous
• Intuitive
• Meticulous
• Organized

Closing Date: 04/27/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 - $60,006 with an annual step progression to a maximum of $76,739. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dinuka Perera

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.