Administrative Assistant

Date Posted: 12/23/2024

Req ID: 41170

Faculty/Division: University of Toronto Scarborough

Department: UTSC:Ofc of the Vice-Pres & Principal

Campus: University of Toronto Scarborough (UTSC)

Position Number: 00030631

Description:

About us:

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.

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.

Your opportunity:

The Office of the Vice-President and Principal supports the priorities and objectives established by the Vice-President & Principal in accordance with the UTSC Strategic Plan, Inspiring Inclusive Excellence, and the University’s Three Priorities. The office oversees the planning of major university and campus-wide events, initiatives and special projects, and is also the primary contact for all aspects of campus protocol related to ceremonies and visits by delegations and dignitaries.

Under the general direction of the Executive Assistant, and working closely with staff in the Office of the Vice-President and Principal, the Administrative Assistant provides administration support on special projects, events and assignments as required. The incumbent is responsible for coordinating logistical requirements for small and large meetings including agendas, catering and follow-up as needed. The role requires a high level of professionalism, attention to detail, and critical thinking skills.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Distributing incoming and outgoing mail and deliveries
• Troubleshooting routine equipment repairs
• Writing routine documents and correspondence
• Verifying the accuracy and completeness of documents
• Maintaining information on digital platforms
• Handling sensitive and/or confidential information
• Collating and organizing data for various reports

Essential Qualifications:

• College Diploma (2 years) with business administration courses or acceptable combination of equivalent experience
• Minimum two years related administrative experience, preferably within higher education
• Demonstrated proficiency in MS Office (Word, Excel, PowerPoint, Outlook, OneDrive), Adobe Acrobat, SharePoint, Zoom and Survey Monkey
• Demonstrated experience with website software such as Drupal, and Canva & Publisher (or similar design tools for event invitations, newsletters etc.)
• Experience supporting senior leadership/ management
• Excellent oral and written communication skills
• Strong attention to detail with the ability to process multiple requests and tasks in a timely manner
• Strong interpersonal skills
• Demonstrated ability to take initiative
• Ability to work collaboratively with others
• 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
• Ability to work effectively under pressure and manage multiple tasks within a rapidly changing environment while maintaining a high level of accuracy

To be successful in this role you will be:

• Achievement oriented
• Communicator
• Efficient
• Multi-tasker
• Organized
• Team player

Notes:

• A copy of the full job description is available upon request from the UTSC HR Office.
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline, and will require the use of a shared office space.

Closing Date: 01/17/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 07 — $59,172. with an annual step progression to a maximum of $75,673. 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.

Read Full Description