Administrative Assistant

Job title: Administrative Assistant

Job description: Date Posted: 04/15/2022
Req ID: 23792
Faculty/Division: VP – International
Department: Ofc. of the Vice President International
Campus: St. George (Downtown Toronto)
Position Number: 00052032

Description:

About us:

The University of Toronto is Canada’s leading global university and one of the world’s leading research-intensive institutions in one of the most culturally diverse cities of the globe. Internationalization is a significant priority for U of T as part of our overall academic mission. The Office of the Vice-President, International (OVPI) engages with institutions in regions, countries, and cities of strategic priority and leverages international opportunities for research, scholarship, learning, and mobility. The Office develops and maintains key international partnerships and provides leadership on international initiatives.

Your opportunity:

The Administrative Assistant will provide administrative and operational support to the four Directors in the international portfolio and the broader Office of the Vice-President, International (OVPI) to ensure that OVPI is managed proficiently and with the highest standards of excellence, confidentiality and professionalism. Reporting to the Grants and Office Manager, the incumbent will work in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness and absolute confidentiality. The incumbent must present a professional image of the Office and University by interacting knowledgeably and courteously with the internal and external community including members of local, national, and international governments, educational institutions, media, national and international delegations, faculty, staff, students, governors and alumni.

Your responsibilities will include:

• Representing the Office to the internal and external community
• Acting as the Office’s first point of contact for general inquires
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Maintaining senior staff calendars
• Drafting communication materials and correspondence
• Liaising with stakeholders to support initiatives
• Supporting organization of the logistics for visiting delegations and for outbound delegations/events abroad
• Processing invoices and grants payments and overseeing financial transactions. Undertaking special projects on a wide range of topics at the request of the Directors and the Grants and Office Manager. Serving as a resource to a group or on a function

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years experience in progressively responsible administrative roles
• Intensive experience using scheduling software
• Experience with organizing complex travel and meeting schedules
• Experience working effectively in fast paced team environments and providing front-line support to academic leaders and committees
• Experience supporting events and implementing virtual meeting platforms
• Experience drafting correspondence, maintaining databases and generating reports
• Advanced proficiency with MS Office Suite, SharePoint, databases and videoconferencing platforms
• Excellent communication andinterpersonal skills, tact, political acuity and diplomacy
• Must be able to deal with confidential information that has legal implications
• Strong organizational skills and demonstrated ability to multi-task, meet deadlines, manage competing priorities according to changing demands
• Demonstrated ability to work independently, as well as part of a team
• Ability to work well with individuals at all levels, including faculty, staff and students in a manner that engenders cooperation
• Demonstrated ability to learn and innovate, using technology
• Demonstrated interest in continuous quality improvement

Assets (Nonessential):

• Experience working in an academic environment and in events planning
• Knowledge of the University structure and senior administration

To be successful in this role you will be:

• Accountable
• Communicator
• Multi-tasker
• Organized
• Proactive
• Team player

Closing Date: 04/29/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term
Schedule: Full-Time. This is a one (1) year term position ending May 2023.
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $59,412 with an annual step progression to a maximum of $75,979. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, person with disabilities, and other equity deserving groups are encourage to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact .

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