Assistant to the Chair/Department Coordinator
About The Position
The Chemical and Physical Sciences (CPS) department at the University of Toronto Mississauga (UTM) is an interdisciplinary science department that includes Chemistry, Physics, Earth Sciences, and Astronomy. The department offers undergraduate programs and interdisciplinary specializations, with students having access to modern teaching laboratories, research projects, and internships. The department is home to 25 full-time faculty, 90 graduate students, and 16 postdocs. The Assistant to the Chair/Department Coordinator supports the daily operations of the Chair's Office and the department, coordinating Chair activities, managing correspondence, supporting academic processes, serving as a point of contact, managing departmental communications, maintaining the website, and organizing events.
Requirements
- Advanced College Diploma (3 years) in Business or Administration or acceptable combination of equivalent experience
- Minimum three (3) years of relevant administrative experience in an academic department
- One (1) year related experience with communications and marketing, web content writing and editing, promotional material design, visual identity creation, social networking and new/emerging media
- Superior proficiency in Microsoft Office software (Excel, Word, Outlook, PowerPoint), Adobe Reader and Writer required
- Working knowledge of HTML, Illustrator, Photoshop, Acrobat Professional or similar web and graphic design software required
- Working knowledge of social media networking such as Twitter, blogs, podcasts, Snapchat, Instagram, and Facebook required
- Excellent organizational, prioritization, and time-management skills required to coordinate multiple activities, issues, and projects simultaneously
- Effective problem solving skills and strong attention to detail
- Superior customer service and interpersonal skills with the ability to work effectively with students, faculty members, and other key stakeholders
- Flexibility and ability to respond effectively to changing conditions and requirements
- Ability to interpret policies and guidelines and develop processes and procedures
- Good judgement, tact and discretion in dealing with confidential information
- Strong verbal and written communication skills. Superior proofreading and editing skills
Nice To Haves
- Administrative experience in an academic department similar to Chemical and Physical Sciences
- Proactive planning
- Monitoring and recording transactions for budgets
- Knowledge of and experience with Equity, Diversity, and Inclusion issues and initiatives
Responsibilities
- Following administrative rules and procedural instructions
- Applying established standards when administering academic search activities
- Collecting documentation required to carry-out the tenure and review processes from senior leadership
- Monitoring and supporting Chair's correspondence, drafting internal and external communication
- Organize and execute departmental activities and events including logistical support for outreach
- Determining logistical details and activities for events and/or programming
- Drafting and editing content for promotional and outreach materials such as brochures, newsletters, websites and/or handbooks
Benefits
- Annual step progression to a maximum of $92,226
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
