Administrator & Events Coordinator

Job title: Administrator & Events Coordinator

Job description: Date Posted: 01/24/2024
Req ID: 35751
Faculty/Division: School of Graduate Studies
Department: School of Graduate Studies
Campus: St. George (Downtown Toronto)
Position Number: 00055840

Description:

About us:

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operate through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

The Centre for Graduate Professional Development is a central hub for graduate student professional development at the University of Toronto. Our goal is to provide graduate students with an opportunity for autonomous exploration of academic skills and professional aspirations. We facilitate programs and events for graduate students, support their professional development journey, and coordinate information about the full range of professional development activities at the University of Toronto.

More information about the School of Graduate Studies is at: More information about the Centre for Graduate Professional Development is at

Your opportunity:

Under the direction of the Associate Director and the Director of the Centre for Graduate Professional Development, you will be responsible for a range of administrative functions, and the execution of all aspects of a wide variety of events for the Centre.

The successful applicant will be a highly motivated, proactive, and organized individual, who thrives in a fast-paced environment with competing demands. You will need to use excellent interpersonal skills to foster positive relationships with the graduate students, staff, and faculty who interact with our activities.

In addition to supporting the Associate Director and Director, you will have a significant role in the day-to-day administration and operation of the Centre for Graduate Professional Development. Duties will include coordinating events and meetings, prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, maintaining records, disseminating information, and assisting with communications, and providing general administrative support as needed. This is an exciting opportunity to be part of a dynamic environment, where you can meaningfully contribute to the growth and success of a key resource for University of Toronto graduate students.

Your responsibilities will include:

• Coordinating the schedule for program and event calendars
• Analyzing client needs and making recommendations on event logistics and options
• Determining logistical details and activities for events and/or programming
• Liaising with internal and external service providers
• Processing registrations
• Liaising with contacts to resolve room booking conflicts
• Liaising with clients and vendors to resolve minor complaints and address issues
• Resolving issues that may occur during events and escalating problems as required
• Conducting post-event evaluation, analysis and recommendations for changes
• Disseminating event-related information
• Maintaining information on digital platforms
• Editing content for style and tone
• Disseminating program information
• Updating and maintaining records
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Collaborating on cost estimates
• Serving as a resource to others by providing (non-supervisory) job-related guidance
• Directing the activities of casual staff
• Acting as the first point of contact for property and facilities issues

Qualifications:

Essential Qualifications:

• Bachelor’s Degree or an acceptable combination of equivalent experience
• Minimum three (3) years of experience in an administrative or event-related role
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Ability to work effectively with a wide range of academic and administrative staff and students
• Excellent organizational and problem-solving skills
• Excellent time management, prioritization, multi-tasking skills, and attention to detail
• Ability to work well as a team member in a fast-paced, professional environment

Assets (Nonessential):

• Working knowledge of the University of Toronto environment

To be successful in this role you will be:

• Adaptable
• Efficient
• Responsive
• Multi-tasker
• Problem solver
• Team player

Closing Date: 02/02/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Blythe Campbell

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.

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