Job Description

Date Posted: 11/09/2023
Req ID: 34868
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)

Description:

About us:

The Faculty of Arts & Science is the heart of Canada\'s leading university and one of the world\'s most comprehensive and diverse academic divisions. 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 faculty\'s diversity of opportunities and perspectives reflects 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 how we think about the world.

Your opportunity:

Established in 1859, the University of Toronto\'s is one of Canada\'s leading and recognized institutions. We take pride in our teaching excellence, advanced research facilities, and the development of distinguished scientists in the past and for the future. Our department has various services, including chemical stores, an NMR lab, an X-ray analysis lab, and a Mass Spectrometry lab. These resources, combined with our ambition and excitement, create an ideal place to work, research, and make an impact in scientific education.

Reporting to the Chief Administrative Officer and working independently under the general direction of the Chair, the Executive Assistant to the Chair is responsible for providing a professional administrative framework to support a wide range of high-level, confidential administrative and operational duties for the Chair of the Chemistry Department at the Faculty of Arts & Science. The incumbent is responsible for applying established standards to administer academic human resources and manages the Communication Officer position, including work allocation, human resources/labour relations matters, special projects, and events. The Chair has a complex range of responsibilities, and the incumbent is critical in supporting them.

Primary responsibilities include providing a high level of executive administrative support to the Chair in areas such as academic appointments, administrative, and procedural matters requiring a thorough knowledge of the department\'s priorities as well as a strong understanding of University policies and procedures; overseeing academic search processes for the Chemistry Department; accommodating requests to meet with the Chair based on instructions from the Chair and the ability to identify urgent matters of high importance, re-directing inquiries and issues as appropriate based on knowledge of the Chair\'s priorities; ensuring the administrative operations meet the needs of the Chair; resolving issues and answering inquiries independently based on the understanding of the Chair\'s portfolio and priorities; ensuring the Chair and the CAO are informed of pertinent issues through executive briefings on decisions, operational matters, reports; maintaining positive relations and communicating with a wide variety of internal and external contacts; independently composing complex and sensitive correspondence for the Chair\'s signature; tracking and managing data and Chair\'s expenses; anticipating administrative requirements in order to be proactive and supportive of the Chair\'s activities; providing guidance and direction to direct report.

In collaboration with the Chair, the CAO and FAS Advancement, to research, develop and implement strategies to support communications in the department.

Essential Qualifications:

EDUCATION:

University degree or an equivalent combination of knowledge and experience.

EXPERIENCE:

Minimum of five years of senior executive administrative support experience.

Experience planning events and strategically managing external relations and communications.

Demonstrated experience in liaising with senior academic administrators and responding to and handling complex, confidential and sensitive matters.

Experience applying and working with policies and procedures.

Experience establishing and maintaining effective office systems and protocols. Two years of supervisory experience.

Experience in a complex, fast-paced office environment.

Experience liaising with senior corporate and government leaders, their offices and staff.

SKILLS:

Demonstrated oral and written communication skills; effective problem-solving. Excellent interpersonal, communications, organizational and analytical skills (an aptitude for figures). Financial acuity, decision-making around resource allocation and the ability to manage budgets. Must have excellent time-management skills and the ability to manage conflicting priorities and deadlines. Excellent knowledge of Microsoft Word, Excel, PowerPoint and e-mail, including other productivity and project management software. Familiarity with the internet and comfortable with web content updating. Demonstrated attention to detail and accuracy.

OTHER:

Strong independent writing and editing skills. Ability to deal in a responsive, highly professional and timely manner with contacts on behalf of Senior Administrator, Executives and Dignitaries. Ability to exercise a high degree of tact and judgement. Strong relationship skills and ability to effectively and positively interact with all levels of University administration. Strong analytical ability. Demonstrated excellent project management skills. Ability to analyze information and prepare documents within the parameters set by the Senior Administrator. Excellent communication skills.

Demonstrated ability to track, manage and compile information and data. Ability to work under the pressure of multiple deadlines and conflicting priorities. Demonstrated ability to maintain strict confidentiality. Must be able to work independently and as part of a team. The incumbent requires strong knowledge and understanding of University structures, the Faculty and the Department priorities, and a strong understanding of University/Faculty policies and procedures.

Closing Date: 11/20/2023,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 2 -- Hiring Zone: $80,474 - $93,884 -- Broadband Salary Range: $80,474 - $134,120
Job Category: Administrative / Managerial

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 .

University of Toronto