Assistant to the Chair

University of Toronto • Scarborough, ON

1d • CA$72,119 - CA$92,226 • Onsite

About The Position

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 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.
The Department of Biological Sciences at the University of Toronto Scarborough (UTSC) pursues detailed knowledge of the natural world, effective management of natural resources, novel technologies and medical techniques. The department of Biological Sciences is comprised of faculty who are innovative researchers and engaging teachers that make important contributions to society. The Department fosters research and teaching partnerships, along with Co-op programs to create exciting opportunities for hands-on learning and outstanding scholarship at the vibrant, diverse and expanding campus that is UTSC.
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.
Working under the general direction of the Chair, the incumbent provides general administrative support to the Department of Biological Sciences and confidential administrative support to the Chair. Working in a collaborative team environment, the incumbent supports the Chair with academic processes including promotions, tenures, searches and research leaves; coordinating all aspects of an intensive appointment schedule; and ensuring the efficient day-to-day administration of the Chair’s Office.

Requirements

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years related experience providing senior administrative/executive support preferably in an academic post-secondary setting.
• Demonstrated experience providing senior-level administrative support in a service-oriented department.
• Demonstrated experience providing academic support such as academic searches, tenures, promotions and research leaves.
• Experience preparing and monitoring schedules and keeping up to date with upcoming events and deadlines and managing logistics of organizing meetings and events.
• Experience in a university setting with knowledge of academic policies, procedures and regulations.
• Experience creating, organizing and maintaining electronic and paper filing systems.
• Outstanding computer skills as applied to databases, spreadsheets, word processing and strong proficiency with MS Office applications (Outlook, Excel, Word, PowerPoint).
• Knowledge of SuccessFactors or other online application systems.
• Demonstrated ability to exercise tact, good judgment and diplomacy when dealing with students, faculty and staff.
• Strong interpersonal skills and highly service-oriented with a genuine commitment to fulfill the department's mission and to offer quality service while fostering positive working relationships with all areas of the University.
• Excellent communication (verbal and written), analytical and organizational skills.
• Ability to multi-task and deal effectively with competing priorities.
• Ability to work well under pressure and maintain confidentiality.
• 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.

Nice To Haves

• Familiarity with the University of Toronto's policies, rules, guidelines and procedures.
• Knowledge of SharePoint, MS Teams and OneDrive.

Responsibilities

• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Implementing plans and process improvements for academic search activities
• Applying established standards when administering academic search activities
• Preparing draft employment letters using templates
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Drafting internal and external communications
• Keeping well-informed on policies, procedures, regulations and new technology
• Serving as a resource to others by providing (non-supervisory) job-related guidance

What This Job Offers

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