Job Description

Date Posted: 09/13/2023
Req ID: 33949
Faculty/Division: Faculty of Arts & Science
Department: Can. Inst for Theoretical Astrophysics
Campus: St. George (Downtown Toronto)
Position Number: 00049950

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 Canadian Institute for Theoretical Astrophysics (CITA) is a nationally supported research institute and a non-profit corporation (CITA Inc.). Our mission is to foster interaction within the Canadian astrophysics community and to serve as an international centre of excellence for theoretical studies in astrophysics. We educate and develop the next generation of scientific leaders with national postdoctoral fellowships as well as postdoctoral and senior research associate fellowships, and through the supervision of undergraduate and graduate students. We are devoted to studying the origin and evolution of the universe and the many phenomena revealed by modern astronomy.

Your opportunity:

Reporting to the Director, CITA, the Executive Assistant\'s primary role is to provide confidential high-level administrative support to the Director in a dynamic, fast pacedenvironment. This position is responsible for maintaining the Director\'s complex and busy calendar, making travel and accommodation arrangements as well as coordinating all of leadership\'s events and meeting logistics. The role also supports academic search, tenure and promotion activities. Our ideal candidate with be highly energetic, engaged, and a highly skilled professional who is pro-active in anticipating the Director and stakeholder\'s needs.

As part of a collaborative administrative team at CITA, the Assistant to the Director also provides customer service and administrative support to the Department.

Your responsibilities will include:

• Keeping well-informed on leadership commitments, priorities, and maintaining the Director\'s calendar and senior leadership team; ensuring directives from the Director are performed in a manner than maintains the efficient and smooth functioning of the Office of the Director
• Responding to online, phone and in-person enquiries from faculty, staff, students and external organizations, and redirecting as appropriate
• Collating and organizing data (e.g. reports; committee meetings; tenure, promotion and review activities; faculty award nominations); updating and maintaining confidential records
• Applying established standards when administering academic search activities and when administering tenure and promotion activities; proactively coordinating the administrative aspects of faculty recruitment
• Preparing draft statistical reports and summaries from data collected
• Coordinating meeting schedules, agendas, materials, action and follow-up items, and taking and distributing meeting minutes
• Scheduling complex, multi-destination travel plans and arranging appropriate accommodations
• Processing expense reimbursements; Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Advanced College Diploma (3 years) in business or administration, or an acceptable combination of education and experience.
• Minimum three years of recent and related senior administrative and executive assistance experience to senior leadership, preferably in an academic or research-intensive institution.
• Experience coordinating meeting schedules, agendas, and taking and distributing meeting minutes.
• Experience organizing and maintaining schedules, calendars and travel arrangements for individuals in leadership positions across multiple time zones; anticipating issues and pro-actively working to resolve
• Experience drafting statistical reports, summaries, and correspondence for senior leadership.
• Experience interpreting and applying guidelines and procedures, preferably within an academic unit.
• Experience collating and organizing data, such as reports for committee meetings and faculty award nominations
• Experience providing administrative coordination for university academic human resources processes related to hiring, promotion and tenure
• Experience organizing logistical details for events and/or programming.
• Experience providing front-line customer service.
• Experience and confidence to propose and implement efficient administrative processes
• Experience preparing expense reimbursements
• Advanced skills with Microsoft Office 365 (e.g. Word, Excel, PowerPoint, Outlook),and online information sharing platforms (e.g. Google docs).
• Familiarity with video/audio conferencing software (e.g. Zoom, Microsoft Teams).
• Advanced skills with SuccessFactors, or similar applicant tracking system.
• Intermediate skills with content management systems (e.g. WordPress, Drupal, HTML).
• Effective interpersonal, oral and written communication skills; ability to work across diverse groups and international stakeholders
• Strong organizational and time-management skills, with the ability to adapt to new and changing priorities and work withing tight deadlines
• Strong attention to detail
• Demonstrated strong client service orientation and experience fostering equity, diversity and inclusion in the workplace.

Assets (Nonessential):

• Experience working in a large institution, supporting more than one high level executive

To be successful in this role you will be:

• Diplomatic
• Insightful
• Multi-tasker
• Possess a positive attitude
• Resourceful
• Tactful
• Team player

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

Closing Date: 09/24/2023, 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 embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

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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