Job Description

Date Posted: 04/06/2023
Req ID: 30618
Faculty/Division: Faculty of Information
Department: Faculty of Information
Campus: St. George (Downtown Toronto)

Description:

About us:

TERM - 2 years

The Faculty of Information at the University of Toronto is a research-led Faculty, educating the next generation of leaders in information scholarship and the information professions, both established and emerging. Our researchers and graduates are recognized for their innovation, experimentation, human-centered perspectives and commitment to community.

The Faculty, which will celebrate its centenary in 2028, has built on its heritage strengths in libraries, archives and museums to incorporate scientific and technological expertise from engineering, computer science, and other disciplines. At the same time, it has committed itself to applying social, political, and cultural perspectives from media arts, humanities and social science to the study of information, technology, people and the relationships among them.

More information about the University of Toronto Faculty of Information is available at:
http://www.ischool.utoronto.ca

Your opportunity:

Reporting to the Faculty Governance and Programs Officer, and working closely with the Office of the Dean , the Administrative Coordinator supports the Office of the Associate Dean, Academic and committees of Faculty Council by providing administrative and secretarial support.

The Administrative Coordinator supports the processes of Faculty Council by providing information and interpreting rules and guidelines, procedures and protocols for the Council, as well as for all matters proceeding from the Standing Committees of Faculty Council. The incumbent acts as a resource to all members of the Faculty in relation to Faculty Council and its operations including coordinating the election processes for Council and committee members.

The incumbent facilitates the operation of the Office of the Associate Dean, Academic by coordinating events, booking rooms and A/V equipment, drafting and managing correspondence, managing document flow for governance processes, managing the Associate Dean, Academic\xe2\x80\x99s calendar and facilitating virtual, in-person and hybrid meetings by ensuring that technical requirements are met and equipment is tested.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Taking and distributing meeting minutes
• Preparing and distributing meeting documentation
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Updating and maintaining documentation
• Determining actionable items based on the review of applicable information
• Determining logistical details and activities for events and/or programming
• Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Advanced College diploma (3years) in administration or equivalent combination of education and experience.
• Minimum 5 years\' directly related experience supporting committees and providing administrative support to senior management and/or Faculty committees
• Experience taking complex minutes
• Experience supporting senior management and faculty working groups and anticipating requirements for upcoming committee meetings
• Demonstrated experience improving current procedures, particularly with regard to the interpretation of rules, guidelines, procedures and protocols
• Demonstrated experience providing high level administrative support and the coordination of events/meetings
• HIgh level of proficiency in planning meetings and events
• Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, MS Forms, Teams, SharePoint), Adobe Acrobat, Zoom, online polling platforms and database applications
• Adept at problem solving and the ability too assist in the resolution of issues that may arise within committees
• Strong communication skills, written and verbal
• Demonstrated technological aptitude and/or experience with technology, facilitating online, in-person and hybrid meetings
• Demonstrated strong interpersonal and customer service skills when interfacing with committee participants, faculty and other University constituents
• Highly developed organizational skills including the ability to manage competing deadlines and priorities and ability to plan/complete multiple projects independently
• Strong attention to detail

To be successful in this role you will be:

• Articulate
• Diplomatic
• Meticulous
• Multi-tasker
• Organized
• Procedural
• Responsible
• Self-directed

Closing Date: 04/17/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $67,659 with an annual step progression to a maximum of $86,523. 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, 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