Administrative Coordinator (Term)

University of Toronto • Toronto, ON

7d • CA$76,641 - CA$89,415 • Hybrid

About The Position

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. Working with a very high degree of independence and autonomy under the general direction of the Vice Deans and Associate Deans, reporting to the Senior Project Manager, the incumbent manages and supports a wide-range of high-level and confidential activities related to operations, planning, projects and initiatives within the Dean’s Office. The incumbent also provides advanced administrative support such as planning and coordinating complex schedules, executing committee and working group coordination and support and other assigned projects; compiles and follows up on information ensuring that the Vice and Associate Dean’s activities, commitments and priorities are accommodated, schedules various meetings; drafts, copy edits and proofreads draft memos, letters and other documents, administers financial reconciliation; supporting events. The focus and scope of the position is determined by the range of responsibilities, initiatives, and projects undertaken by the Vice Deans and the Associate Dean within the Dean’s Office.

Requirements

• University degree or an equivalent acceptable combination of education and experience.
• A minimum of three years of senior executive assistant experience.
• Experience managing highly complex calendars.
• Demonstrated experience liaising with senior directors/administrators, responding to and handling matters of a complex, confidential and sensitive nature, working with policies and procedures and searching and compiling information.
• Experience establishing and maintaining effective office systems and protocols.
• Experience drafting plans, proposals, briefing documents and reports.
• Knowledge of University’s academic or other similar procedures and guidelines.
• Experience in providing senior administrative and confidential support including managing busy calendars, preparing and monitoring cyclical schedules with upcoming events and deadlines, making travel and hotel arrangements.
• Knowledge of U of T administrative policies and procedures regarding expense reimbursement preferred.
• Experience in organizing the logistics of meetings and special events.
• Excellent oral and written communications skills.
• Proven ability to assimilate and interpret significant amounts of information.
• Independent decision-maker and able to collaborate with colleagues and senior academic leaders.
• Strong analytical, synthesis and organizational skills; precision of thought and attention to detail; the ability to apply principles to factual situations; a sense of process; ability to serve the needs of multiple clients needs while preserving and guarding the intent/integrity of policy and principles with utmost neutrality and objectivity.
• Demonstrated experience in coordinating complex multiple projects to completion.
• Must be able to meet deadlines and prioritize tasks and responsibilities.
• Microsoft Word, Excel, Outlook, and website management software products.
• Strong organizational and planning skills.
• Strong independent writing and editing skills.
• Ability to deal in a responsive, highly professional and timely manner with contacts on behalf of the Vice Deans.
• Ability to exercise a high degree of tact and judgement in managing contacts.
• Strong relationship and relationship building skills and ability to effectively and positively interact with all levels of University administration.
• Ability to analyze information and budgets and prepare documents within the parameters set by the Vice Deans and the Financial Office.
• Demonstrated ability to track, manage and compile information and data.
• Ability to work under the pressure of multiple deadlines and conflicting priorities.
• Must be able to work independently and as part of a team.
• Ability to exercise tact and diplomacy.
• Ability to demonstrate a high level of initiative and good judgment.
• Ability to maintain confidentiality.
• Ability to be innovative and proactive and serving as an effective member of a team.
• Superior service orientation.

Nice To Haves

• Knowledge and understanding of University structures, Faculty and Departmental priorities as well as an understanding of University/Faculty policies and procedures an asset.

Responsibilities

• Manages and supports a wide-range of high-level and confidential activities related to operations, planning, projects and initiatives within the Dean’s Office.
• Provides advanced administrative support such as planning and coordinating complex schedules.
• Executes committee and working group coordination and support and other assigned projects.
• Compiles and follows up on information ensuring that the Vice and Associate Dean’s activities, commitments and priorities are accommodated.
• Schedules various meetings.
• Drafts, copy edits and proofreads draft memos, letters and other documents.
• Administers financial reconciliation.
• Supports events.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree