Projects & Operations Coordinator

University of Toronto•Toronto, ON

3d•CA$76,641 - CA$127,734•Onsite

About The Position

Reporting to the Manager of Special Projects and Manager of Operations (collectively “the Managers”) and supporting the vision and priorities set by the Vice-President, Legal, Risk & Safety and Chief Legal Officer, the incumbent provides a wide range of highly confidential administrative, operational, communications, and project management support to the Office of the Vice-President, Legal, Risk & Safety (LRS). Within the purview of the Vice-President, LRS are the Division’s constituent units, including the Office of University Counsel; the University Privacy Office; the Office of Enterprise Risk Management & Insurance; and the Office of Safety & Security. The incumbent is responsible for coordinating and supporting the implementation of projects and operational activities in support of the mandate of the Vice-President, LRS. The Coordinator supports the strategic priorities of the Division, knowledge management platforms, supports the development and implementation of operational efficiencies, supports onboarding new employees, and coordinates training to team members on the use of various internal and external systems. The incumbent supports the brand-adherent design and management of the division’s internal and external digital properties including websites, document management systems, social media accounts, and other digital subscriptions. Incumbant will generate print media collateral in the form of office communications, formal governance and stakeholder reporting, and presentation development. The incumbent has access to confidential and sensitive information related to all areas of the Division’s functioning including financial, budgetary, and human resources information. The incumbent is required to use initiative and exercise good judgment in handling information and referring inquiries as appropriate to the Managers.

Requirements

University degree or a diploma/ post-secondary program in Communications, Operations, Project Management or an equivalent combination of education and experience.
Three (3) years of administrative experience in projects and operations required, preferably within a university or public sector environment.
Demonstrated experience handling matters of a confidential and sensitive nature.
Demonstrated communication and project coordination experience.
Advanced computer skills with a high level of knowledge in cloud MS Office (Excel, Word, Outlook, SharePoint, OneDrive, Forms, Surveys, PowerPoint applications) environments, Adobe Acrobat Pro, Creative Suite, Web SEO, AI and emerging technologies.
Experience using databases.
Strong oral and written communication, interpersonal, analytical, decision-making and organizational skills.
Demonstrated ability to draft clear and concise correspondence.
Demonstrated initiative, accuracy and meticulous attention to detail.
Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
Ability to handle multiple tasks concurrently, organize a heavy and fluctuating workload in a fast paced, changing environment, work under pressure and meet deadlines.
Ability to assimilate and interpret significant amounts of information.
Ability to work effectively and professionally, both independently and within a team environment.
Strong service orientation: providing a high level of service to clients, responding efficiently and effectively to clients’ needs in a professional manner.
Ability to exercise good judgment and tact in dealing with staff.
Ability to prioritize tasks and responsibilities.
Flexibility with regard to types of tasks.
Familiarity with or ability to learn and apply fundamentals of legal processes and contract concepts.

Nice To Haves

Knowledge of University of Toronto structure an asset.
Familiarity with WordPress an asset.

Responsibilities

Coordinating and supporting the implementation of projects and operational activities in support of the mandate of the Vice-President, LRS.
Supporting the strategic priorities of the Division.
Supporting knowledge management platforms.
Supporting the development and implementation of operational efficiencies.
Supporting onboarding new employees.
Coordinating training to team members on the use of various internal and external systems.
Supporting the brand-adherent design and management of the division’s internal and external digital properties including websites, document management systems, social media accounts, and other digital subscriptions.
Generating print media collateral in the form of office communications, formal governance and stakeholder reporting, and presentation development.
Handling confidential and sensitive information related to all areas of the Division’s functioning including financial, budgetary, and human resources information.
Using initiative and exercising good judgment in handling information and referring inquiries as appropriate to the Managers.