Department Manager and Executive Assistant to the Chair

University of Toronto•Toronto, ON

5d•CA$93,592 - CA$155,985•Onsite

About The Position

Reporting to the Chair of the Department of Astronomy and Astrophysics, the Department Manager and Executive Assistant to the Chair is responsible for providing administrative, financial, and operational management and leadership to the Department of Astronomy and Astrophysics. The Department Manager and Executive Assistant to the Chair is responsible for administrative departmental functions, including departmental budgeting and finance, human resource management, and facilities and space management. The incumbent manages budgets for the Department including the operating budgets, graduate student funding budget, teaching assistant budget, awards and fellowships, endowments and research grants; provides advice and guidance to the Chair on all budgetary matters, assists in formula on sound financial practices; works in collaboration with the Department Chair, to develop short and long-term strategic plans to support the Department’s research, teaching, and outreach activities. The incumbent also leads and motivates administrative staff members, and manages functions related to human resource management including the assigning of work, hiring, performance management, and professional development of staff; plans and manages the Department’s facilities, equipment, and space in collaboration with the Department Chair; manages the information technology resources; interprets and advises the Department Chair on University policies offering recommendations on all administrative issues; develops administrative policies and procedures; and acts as the Department’s senior administrative resource person on all issues.

Requirements

University degree in the area of Commerce or Business, or an acceptable equivalent of education and experience.
A minimum of five years administrative experience at the supervisory/management level managing a complex organization preferably in a University environment.
Demonstrated knowledge of the University’s budget and academic/administrative human resources and administrative policies.
Experience administering complex financial and human resources policies, procedures and collective agreements.
Knowledge of relevant legislation.
Experience working with the University’s administrative and financial policies preferred.
Strong experience in planning and managing budgets.
Knowledge and ability to manage space and facilities.
Purchasing and contract negotiation experience.
Experience in providing research support by researching, analyzing, and making recommendations, providing risk assessments and options.
Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex and sensitive nature.
Proven leadership and management skills and experience in team building, managing change and adapting to new technology.
Knowledge of and experience with all the University’s Administrative Management Systems (AMS) and its applications (FIS, HRIS, RIS, DIS) and ROSI.
Highly proficient using Excel spreadsheet and other financial planning tools.
Proficiency with PC office systems like Word, Powerpoint, web tools, and Internet/e-mail applications.
Proficiency with setting up and maintaining databases in order to produce and update statistical reports and to archive material.
Practical knowledge in all phases of accountancy and business practices.
Demonstrated analytical ability in budget forecasting, supervisory skills, and problem solving.
Ability to assimilate and interpret significant amounts of information, including financial analysis.
Excellent writing, communication and presentation skills.
Highly professional with demonstrated ability to manage sensitive matters with all levels of University faculty and administration.
Exceptional leadership, interpersonal skills and conflict resolution skills with the demonstrated ability to engage, secure support, commitment and results from others.
Thorough knowledge of management principles; demonstrated analytical and strategic planning abilities and strong judgement skills.
Ability to manage proactively a large and constantly fluctuating workload.
Demonstrated flexibility and adaptability within a constantly changing environment.
Strong leadership including ability to foster confidence and motivation in staff and to develop cooperative, collegial working relationships with a broad range of University constituencies.

Responsibilities

Providing administrative, financial, and operational management and leadership to the Department of Astronomy and Astrophysics.
Managing departmental budgeting and finance.
Managing human resource management.
Managing facilities and space management.
Managing budgets for the Department including operating budgets, graduate student funding budget, teaching assistant budget, awards and fellowships, endowments and research grants.
Providing advice and guidance to the Chair on all budgetary matters.
Assisting in the formulation of sound financial practices.
Developing short and long-term strategic plans to support the Department’s research, teaching, and outreach activities in collaboration with the Department Chair.
Leading and motivating administrative staff members.
Managing functions related to human resource management including assigning of work, hiring, performance management, and professional development of staff.
Planning and managing the Department’s facilities, equipment, and space in collaboration with the Department Chair.
Managing information technology resources.
Interpreting and advising the Department Chair on University policies.
Offering recommendations on all administrative issues.
Developing administrative policies and procedures.
Acting as the Department’s senior administrative resource person on all issues.