Office Manager and Executive Assistant to the Dean

Date Posted: 12/19/2024

Req ID:41156

Faculty/Division: Faculty of Applied Science & Engineering

Department: Office of the Dean

Campus: St. George (Downtown Toronto)

Description:

About Us:

The Faculty of Applied Science & Engineering is a world-renowned community of researchers and students dedicated to solving some of the world’s most pressing challenges through collaborative and multidisciplinary research and experiential education. Through rigorous technical training, and unparalleled extracurricular and professional experience opportunities, we prepare the next generation of engineering leaders and change makers to unlock the future’s boundless potential. 

Your Opportunity:

Working independently under the general direction of the Director, Office of the Dean, the incumbent is responsible for providing a professional administrative framework to support a broad range of highly confidential and sometimes sensitive strategic communications. The Executive Assistant provides assistance and a high-level of confidential operational and administrative support to the Dean by strategically managing all aspects of the Dean’s complex and intensive calendar, including scheduling meetings; researching, organizing and preparing the Dean’s confidential briefing and meeting materials; coordinating intensive travel arrangements; tracking, reconciling and preparing expense reimbursements for the Dean’s business expenses; and maintaining an understanding of the Dean’s priorities, providing proactive, tactful and timely follow-up. 

The Executive Assistant is responsible for efficient oversight, tracking and management of documents and referrals, including following up to ensure records and assignments are complete; overseeing, managing, organizing, delegating and following-up on the Dean’s public e-mail account; providing organization to the Office of the Dean, including filing, planning annual Faculty committee meetings, events, and proactively responding to routine correspondence. Additionally, the incumbent is responsible for managing the Dean’s house reception area, which includes overseeing and delegating work assignments and decanal projects to the staff and ensuring the completion of work. 

The Executive Assistant must develop and manage collaborative, strategic relationships with offices including: Central Administration, other University of Toronto and peer Canadian and international Deans’ and Principals’ Offices, Engineering’s Vice-Deans, and Departments’ and Institutions’ Chairs and Directors, alumni and donors. 

Qualifications

Education: 

• University degree or the acceptable equivalent of education and experience

Experience:

• Minimum of five years’ of progressively senior and related experience, preferably in an academic environment. 
• Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature.
• Experience applying and working with University policies and procedures.
• Experience establishing and maintaining effective office systems and protocols.
• Experience in a complex, fast-paced office environment.

Skills:

• Must demonstrate strong oral and written communications skills, computer competencies, especially with e-mail software, electronic calendars.
• Demonstrated ability with Microsoft Word, Power Point, Excel, Planner or some other project management software.
• Must possess excellent interpersonal, organizational and analytical skills.
• Excellent time-management skills, managing conflicting priorities and deadlines.

Other:

• Tact, discretion, sensitivity, responsiveness and meticulous confidentiality.
• Flexibility and ability to easily adapt to change.
• Professional and proactive orientation.
• Ability to exercise sound judgment.
• Superior communication (oral and written) and interpersonal skills.
• Effective problem solving.
• Excellent interpersonal, organizational and analytical skills.
• Superior customer service orientation.
• Ability to work independently and as a team, take initiative and be a self starter.
• Strong organizational and time management skills.
• Ability to balance the competing demands of routine work with the special requirements of projects.
• Ability to work under pressure in a dynamic, fast-paced environment.
• Ability to pay attention to detail and accuracy as well as maintain a broad perspective of the organization.
• Ability to analyze information and prepare documents within the parameters set by the Dean.
• Demonstrated ability to track, manage and compile information and data.
• Demonstrated ability to maintain strict confidentiality. Strong knowledge and understanding of University structures, Faculty and Departmental priorities, as well as policies and procedures.

This role is not 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.

Closing Date: 01/12/2025, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget – Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 2 — Hiring Zone: $82,083 – $95,762 — Broadband Salary Range: $82,083 – $136,802

Job Category: Administrative / Managerial

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