Executive Assistant - For the Office of Student Affairs & Services

University of Toronto • Mississauga, ON

2d • CA$76,641 - CA$127,734 • Onsite

About The Position

The Executive Assistant is an important team member of the Dean’s office in Student Affairs and Services, which formally includes the Dean, two Assistant Deans, a Project Manager and another Executive Assistant, who provides primary administrative support to the Dean and office coordination. The broader leadership team within Student Affairs and Services includes seven Directors of Student Affairs departments. The incumbent works in a complex environment that requires a high degree of understanding, responsiveness, independent judgment, and confidentiality regarding sensitive human resources and labour relations issues and complex student concerns.

Reporting to the Assistant Dean, Student Wellness, Support and Success, with a dotted line to the Assistant Dean, Students & International Initiatives, and working in close collaboration with the Dean’s Executive Assistant, the incumbent provides primary administrative support to the Assistant Deans. Duties include managing the UTM Student Affairs Assistant Deans’ complex schedules, deadlines and commitments; preparing confidential and sensitive correspondence on reorganization plans, grievance-related and discipline letters, and risk management issues in the division; and preparing presentation and support materials for the Assistant Deans’ use in advisory and governance bodies.

The Executive Assistant will regularly liaise with senior administrators, faculty, staff, students and their families, student leaders, and community members. Responsibilities also include the initial intake and screening of reports related to concerning student behaviour or potentially volatile situations, directing individuals to appropriate resources and ensuring relevant staff are informed. The role also provides backup support to the Dean of Students Executive Assistant, and will provide ad hoc support to Student Affairs and Services Directors.

Additional duties include liaising with campus partners on referrals, maintaining meeting records and office files, managing communications, and coordinating divisional events and activities.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience
• Minimum of five years administrative support experience or three years of senior administrative support experience
• Significant experience in a post-secondary setting in student affairs/services or closely related area, dealing with student support and confidential matters
• Experience with basic accounting and financial administration
• Familiarity with the University of Toronto, its relevant policies and procedures and their application
• Computer fluency and working knowledge of MS Office suite, ROSI, HRIS, FIS
• Experience with computerized scheduling software, email and internet
• Demonstrated researching and writing skills, copy editing and content editing capabilities, ability to summarize and collate key concepts from a variety of sources, fact checking abilities
• Proven ability to effectively write and edit varied written communications (e.g., reports, correspondence, etc.)
• Demonstrated ability to organize and prioritize a variety of deadlines and schedules simultaneously under minimal supervision
• Excellent oral and written communication, interpersonal, analytical, decision-making and organizational skills
• Demonstrated initiative, accuracy and attention to detail
• Demonstrated judgment, tact, discretion and ability to handle matters of a sensitive and confidential nature, including matters governed by privacy policies
• Ability to work independently on multiple tasks, concentrate and produce accurate, timely work in an atmosphere of frequent interruptions
• Ability to work effectively and professionally, both independently and within a team environment
• Experience interpreting and explaining complex policies, procedures, rules of order and operations, including to individuals with little knowledge of post-secondary settings
• Ability to deal with difficult people and emotionally charged situations
• Strong understanding of issues of equity, inclusion and diversity

Responsibilities

• Managing the UTM Student Affairs Assistant Deans’ complex schedules, deadlines and commitments
• Preparing confidential and sensitive correspondence on reorganization plans, grievance-related and discipline letters, and risk management issues in the division
• Preparing presentation and support materials for the Assistant Deans’ use in advisory and governance bodies
• Regularly liaising with senior administrators, faculty, staff, students and their families, student leaders, and community members
• Initial intake and screening of reports related to concerning student behaviour or potentially volatile situations, directing individuals to appropriate resources and ensuring relevant staff are informed
• Providing backup support to the Dean of Students Executive Assistant
• Providing ad hoc support to Student Affairs and Services Directors
• Liaising with campus partners on referrals
• Maintaining meeting records and office files
• Managing communications
• Coordinating divisional events and activities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level