Executive Assistant to the Dean

University of Toronto • Toronto, ON

8d • Onsite

About The Position

The Office of the Dean at the Ontario Institute for Studies in Education (OISE) serves as a hub for academic planning, administration, and community-focused activities. OISE is an international leader in graduate education, teacher education, and research in education and human development, and is one of the largest and most research-intensive faculties of education in Canada. The Executive Assistant (EA) will work independently under the general direction of the Dean, providing senior-level administrative and operational support. This role is crucial for managing the Dean's complex responsibilities and ensuring key institutional priorities are met. The EA will act as the main point of contact for academic areas, finance, and administration within OISE, staying informed of all activities to effectively support the Dean. Additionally, the position involves supporting academic human resources services, including advising on policies and procedures for academic searches, appointments, promotions, tenure, and leaves. The EA will participate in annual processes like academic searches and promotions reviews, draft correspondence related to academic staff, develop and deliver training workshops on academic HR matters, and support faculty onboarding and development programming. A thorough understanding of OISE's priorities and university policies, procedures, and decision-making structures is essential for providing executive-level administrative support and effective academic human resource administration.

Requirements

• University degree or an equivalent combination of education and experience.
• Minimum 5 years of experience in a senior/executive administrative role, preferably in an academic environment.
• Demonstrated experience handling matters of a confidential and sensitive nature.
• Excellent knowledge of University policies and procedures.
• Understanding of the University's organizational structure, including its governance and decision-making processes.
• Excellent knowledge of the University's academic policies and practices as they pertain to full-time and part-time academic appointments, tenure, promotions, leaves, and salary administration.
• Sound knowledge of collective agreement interpretation and administration.
• Demonstrated commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and work environment.
• Strong planning, prioritization, and organizational skills.
• Strong research, writing, communication, presentation, interpersonal, analytical, and numeracy skills.
• Demonstrated problem-solving ability.
• Must have initiative, diplomacy, and tact.
• Ability to exercise judgment in prioritizing the work of the Dean.
• Ability to effectively deal with a variety of tasks and strict deadlines.
• Ability to frequently adjust priorities, to work under the pressure of multiple deadlines and conflicting priorities.
• Must be able to handle matters of a confidential and sensitive nature.
• Ability to supervise staff effectively.
• Excellent computer skills (Word, Excel and PowerPoint, MS Teams, Outlook, Zoom).
• Ability to analyze information and prepare documents within the parameters set out by the Dean.
• Great attention to detail.
• Proven effectiveness relating to all levels of the University – academic administration, faculty, staff, students, and external partners and collaborators.
• Knowledge of relevant Faculty and University policies.

Responsibilities

• Provide senior-level administrative and operational support to the Dean.
• Act as the main point of contact for all academic areas, programs, finance, administration, and management at OISE.
• Keep abreast of all activities to knowledgeably support the Dean and ensure key institutional priorities are met.
• Advise on the interpretation and application of policies and procedures related to academic searches, appointments, promotions, tenure, and academic leaves.
• Participate in annual processes such as academic searches, salary increases, research and study leaves, and promotions reviews.
• Draft correspondence regarding the employment of academic staff and academic HR matters.
• Develop and deliver training workshops for administrative staff on academic HR matters.
• Support faculty life onboarding and development programming.
• Supervise staff effectively.
• Analyze information and prepare documents within the parameters set out by the Dean.

What This Job Offers

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