Executive Assistant

Description

Date Posted: 10/11/2023
Req ID: 34369
Faculty/Division: UofT Scarborough
Department: UTSC:Ofc of Vice-PrinResearch&Innovation
Campus: University of Toronto Scarborough (UTSC)

Description:

The University of Toronto and its Academic Divisions are continually seeking to amplify the impact of their research and innovation activities. To enable this, Divisions are adding new divisional research officers to augment the expertise and bandwidth of existing highly skilled individuals already in place. The Division of the Vice-President, Research & Innovation (VPRI) will invite these individuals together into a community of practice.

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

As part of the University of Toronto, Canada's leading research university and one of the top research universities in the world, conducting cutting-edge, world-class research is part of the University of Toronto Scarborough’s DNA. The Office of the Vice-Principal, Research & Innovation is responsible for enhancing the overall research profile of University of Toronto Scarborough locally, nationally and internationally.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Position Summary

Under the general direction of the Vice-Principal Research & Innovation (OVPRI) and reporting to the Director, Office of the Vice-Principal Research & Innovation (OVPRI), the incumbent will provide a broad range of highly confidential administrative support to all of the VPRI’s matters related to the efficient and effective administrative operation of the Office.

The incumbent must have an excellent understanding of the breadth of responsibilities handled by the VPRI. He/she must develop and maintain an understanding of his/her priorities, as well as a thorough understanding of the University policies and procedures to ensure the efficient operation of the OVPRI and several committees as required. The incumbent must present a professional image in the Office by interacting knowledgeably and courteously with many people, including senior administrators, government officials, faculty, staff, students and community members. The incumbent provides logistic and administrative support to the VPRI and is the first point of contact for internal and external interactions involving the VPRI. The primary responsibilities include: managing the VPRI’s complex and intensive appointment schedule; providing administrative support by managing the flow of confidential information to and from the VPRI; conducting background research and organizing materials in preparation for meetings; preparing and editing a variety of frequent complex and confidential material; identifying problems and resolving them either independently or in consultation with the VPRI and/or the Director, OVPRI based on understanding of the VPRI’s priorities, ensuring that s/he is informed of pertinent issues; drafting correspondence, reports, and briefs/briefing notes; and making arrangements for travel, conferences, and special events. The incumbent also assists the Director and the VPRI with managing the financial resources of the office by overseeing aspects of the budget.

QUALIFICATIONS

I. EDUCATION:

• Undergraduate degree or equivalent combination of education and experience.

II. EXPERIENCE:

• Minimum five (5) years of experience supporting senior executive(s) with responsibility for office management and financial resources, preferably in a University research-focused setting.
• Experience managing a complex and intensive calendar.
• Must have experience drafting correspondence, preparing briefing packages, and organizing and coordinating special events.
• Demonstrated experience liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature.
• Experience applying and working with policies and procedures. Knowledge of the University of Toronto procedures and policies and Guide to Financial Management is a definite asset.

III. SKILLS:

• Proficiency in Word, Excel, PowerPoint and electronic scheduling software and must have a working knowledge of computerized financial information systems (FIS).
• Must also have strong database set up and maintenance experience.

IV. OTHER:

• Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts.
• Must have flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities and the fluctuating schedules of a number of individuals outside of the incumbent’s control.
• Superior organizational and problem-solving skills.
• Strong communication skills both verbal and written.
• Commitment to excellent customer service and teamwork is required.
• Ability to maintain confidentiality.
• Professionalism, tact, discretion and ability to exercise excellent judgement at all times.
• Ability to work in a high-pressure and fast-paced environment.
• Meticulous approach to work with strong attention to detail.
• Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

NOTES:

A full job description is available on request from the UTSC HR Office.

Closing Date: 10/25/2023, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 - Hiring Zone: $73,810 - $86,112 - Broadband Salary Range: $73,810 - $123,015
Job Category: Administrative / Managerial