Job Description

Date Posted: 04/01/2023
Req ID: 30556
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)
Position Number: 00054429

Description:

About us:

The Faculty of Arts & Science is the heart of Canada\xe2\x80\x99s 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:

The Acceleration Consortium (AC) is leading a revolutionary shift in scientific discovery that is accelerating technology development and commercialization. The Consortium, a coalition of entrepreneurs, technology companies and elite researchers from top universities, is leveraging the power of artificial intelligence, robotics, materials sciences, and high-throughput quantum chemistry to create Self-Driving Laboratories. These autonomous laboratories will rapidly design high-performance materials and molecules to address some of society\'s largest threats, such as climate change. Applications include renewable energy, sustainable materials, consumer electronics, and drug discovery.

In this role, you will provide administrative assistant support to the Executive Director Acceleration Consortium. The role supports the overall mandate to provide a high level of professional service by interacting with the University\xe2\x80\x99s
research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. In the position, you will be the first point of contact for general inquiries and be responsible for reviewing and drafting correspondence on behalf of the Director, coordinating schedules, maintaining administrative records and providing administrative support. The role disseminates event-related information, prepares itineraries and briefing materials, assists invitees, arranges travel, coordinates scheduled activities for functions and ensures logistics are executed effectively and with a superior level of
service.

Your responsibilities will include:

• Reviewing and drafting correspondence on behalf of the Director and staff, including large volume of email correspondence on a regular basis, monitoring and ensuring responses are provided or redirected to appropriate contacts
• Information management by disseminating information, handling sensitive and/or confidential information, filing, maintaining a bring-forward system to approaching deadlines and commitments, coordinating and managing the flow of correspondence anddocuments.
• Scheduling appointments, coordinating meeting schedules, agendas, materials, action and follow-up items; taking and distributing meeting minutes
• Preparing expense reimbursement forms and supporting monthly reconciliation activities
• Data entry and tracking and generating reports
• Maintaining information on website and digital platforms
• Acting as the first point of contact for general enquiries
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• Advanced College Diploma (3 years) preferably in Business Administration, or acceptable

combination of equivalent experience. * Minimum three (3) years relevant experience providing administrative support to a senior leader or academic administrator and to a group of staff /office, including experience managing a high volume of email correspondence, scheduling and calendaring.

• Experience with organizing detailed travel and meeting schedules.
• Experience drafting correspondence and taking minutes.
• Demonstrated ability to consolidate, organize and summarize information.
• Strong organizational and time-management skills to coordinate a senior leader\xe2\x80\x99s calendar.
• Demonstrated ability to provide administrative support in a busy, high-volume environment and to support an executive both remotely and an in-office setting
• Pro-active with the ability to identify and anticipate needs, demonstrated initiative and problem-solving orientation; resourcefulness.
• Demonstrated ability to meet deadlines and adaptability to shifting priorities.
• Demonstrated diplomacy, tact, judgement and discretion.
• Strong interpersonal skills; excellent verbal and written communication skills, including proofreading skills.
• Demonstrated ability to maintain confidentiality
• Ability to work effectively independently and within a team environment.

Assets (Nonessential):

• Experience working in a research or educational environment

To be successful in this role you will be:

• Communicator
• Diplomatic
• Meticulous
• Organized
• Problem solver
• Team player

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the .\xe2\x80\x9d

Closing Date: 04/11/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Grant - Continuing
Schedule:
Pay Scale Group & Hiring Zone:

Job Category: Administrative / Managerial
Recruiter: Kecha Holland

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.

University of Toronto