Job Description

Date Posted: 09/21/2022
Req ID: 27450
Faculty/Division: Faculty of Arts & Science
Department: Dept of East Asian Studies
Campus: St. George (Downtown Toronto)
Position Number: 00052514

Description:

About us:
The Faculty of Arts & Science is the heart of Canada's 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.

The Department of East Asian Studies continues some of the best traditions of East Asian studies with a critical combination of humanities and social science approaches. Members of the department contribute to interdisciplinary research and teaching throughout the University, holding joint appointments with a variety of other departments within the University and the Royal Ontario Museum. Our department is located on the downtown campus of the University of Toronto at the heart of one of North America's most cosmopolitan and exciting cities.

Your opportunity:
Under the general direction of the Chair, and reporting to the Business Officer, the incumbent is responsible for the efficient operation of the Chair's office by providing a wide range of support for the Chair in the service of meeting the strategic and day-to-day goals of the department. The incumbent works closely with the Business Officer to assist with administrative duties in support of the department's day-to-day operations and long-term goals.

The incumbent undertakes a broad range of functions in support of academic administration including coordinating meetings and schedules, faculty searches, and tenure reviews and promotions, as well as maintaining up-to-date faculty records. Office administrative responsibilities include supporting space allocation, ordering and maintaining supplies, handling facilities requests, drafting and disseminating meeting minutes, keeping staff up-to-date on project/activity deadlines, and maintaining calendars. The successful candidate will work collaboratively with the staff team contributing to a positive, efficient department.

Your responsibilities will include:

• Acting as the Department's front-line, first point of contact for general enquiries
• Keeping well-informed on leadership commitments and priorities
• Applying established standards when administering academic search activities
• Applying established standards when administering tenure and promotion activities
• Preparing draft statistical reports and summaries from data collected
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Handling sensitive and/or confidential information
• Following rules and procedural instructions when opening and/or closing work area
• Making minor purchases
• Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable equivalent combination of education and experience.
• Minimum three (3) years of recent and relevant experience providing senior administrative/executive support and coordination of office functions in an academic setting.
• Demonstrated experience providing academic support with academic searches, tenures, probation review, promotions, three-year reviews, annual PTR preparation and other related processes.
• Experience providing senior level administrative support including administering a busy and complex calendar, preparing and monitoring schedules and keeping participants up to date with upcoming events and deadlines.
• Experience using scheduling software and online platforms to assist in the logistics of organizing meetings and events.
• Experience with office administration including access (key/FOB) management, ordering and maintaining supplies, and handling facilities requests.
• Experience drafting, editing and preparing a variety of written documentations and communications, including the ability to concisely summarize information and prepare original correspondence.
• Extensive experience developing agendas, taking minutes efficiently, recording action items in meetings, and establishing follow-up protocols.
• Experience providing front-line administrative and operational support in an academic environment.
• Proficiency in Office 365 suite (Word, Excel, PowerPoint, Outlook, OneDrive), and Sharepoint.
• Proven understanding and application of equity, diversity, and inclusion theories as applicable for post-secondary students.
• A strong customer service orientation, and effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact.
• Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.
• Excellent communication (verbal and written) skills.
• Excellent interpersonal and customer service skills.
• Familiarity with University policies, procedures and protocols.

Assets (Nonessential):

• Familiarity with the Department of East Asian Studies.

To be successful in this role you will be:

• Approachable
• Diplomatic
• Multi-tasker
• Organized
• Punctual
• Team player

Closing Date: 09/29/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $63,720 with an annual step progression to a maximum of $81,485. 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.

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 .