Executive Assistant to the Director (TERM)
About The Position
The Faculty of Arts & Science is a leading academic division known for its teaching and research excellence. The Centre for Criminology & Sociolegal Studies (CrimSL) is a research and teaching unit that studies crime, order, and security from various disciplinary perspectives. The Centre offers undergraduate and graduate programs. The Executive Assistant to the Director will provide a wide range of support for the Director and administrative needs of the Centre. This role involves coordinating meetings and schedules, supporting faculty searches, tenure reviews, and promotions, and maintaining faculty records. This position is eligible for a hybrid work arrangement.
Requirements
- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years of recent and relevant experience providing senior administrative/executive support.
- Experience in administration of academic guidelines and procedures.
- Experience in coordination of functions in an academic setting.
- Demonstrated experience providing academic support with academic searches, tenures, probation review, promotions, three-year reviews, annual PTR preparation and other related processes.
- Experience providing senior level administrative support including administering a busy and complex calendar.
- Experience in preparing and monitoring schedules and keeping participants up to date with upcoming events and deadlines.
- Experience using scheduling software and online platforms to assist in the logistics of organizing meetings and events.
- Experience in preparing statistical reports and summaries from data collected.
- Experience drafting, editing and preparing a variety of written documentations and communications, including the ability to concisely summarize information and prepare original correspondence.
- Extensive experience developing agendas, taking minutes efficiently, recording action items in meetings, and establishing follow-up protocols.
- Extensive experience creating, organizing and maintaining electronic and paper filing systems.
- Demonstrated advanced technical skills in MS Office Applications (Word, Excel, OneDrive, Teams, Access), Adobe, and other UofT platforms such as USource, Concur for expense claim processing, SuccessFactors for recruitment.
- Ability to multi-task and deal with competing deadlines effectively and deliver results with initiative and flexibility.
- Strong time management skills with a superior ability to oversee an executive's schedule.
- Professional demeanor with a strong service orientation to effectively engage with students, staff and faculty.
- Excellent organizational, planning, and time-management skills, with ability to adapt to changing priorities.
Nice To Haves
- Working knowledge of U of T’s FIS, Concur, and USource systems.
- Experience in working in a post-secondary environment, academic setting.
- Knowledge of the University structure and senior administration.
Responsibilities
- Administering academic search activities and tenure and promotion activities according to established standards.
- Collecting necessary documentation for tenure and review processes from senior leadership.
- Gathering feedback from search committee members.
- Coordinating meeting schedules, agendas, materials, and follow-up items.
- Taking and distributing meeting minutes.
- Preparing draft statistical reports and summaries from collected data.
- Staying informed about leadership commitments and priorities, and managing senior staff calendars.
- Preparing and processing expense reimbursements for the Director.
- Maintaining filing systems.
Benefits
- Annual step progression to a maximum of $92,226.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
