DepartmentAbout us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The field of mathematics is quite diverse, and requires critical thinkers who analyze, assess, and problem solve; our Department of Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty are among the finest in the world, featuring a unique blend of intellectuals alongside up and coming bright minds. Our department members include numerous awarded faculty with outstanding accomplishments and leading research.


Your opportunity:

Reporting to the Chair, and under the general direction of the Department Manager, the Executive Assistant to the Chair provides executive secretarial and administrative support to the Chair. Key responsibilities include: receiving and reviewing the Chair’s incoming correspondence (regular and electronic); composing various correspondence and memoranda for the Chair’s signature, referring to supporting documentation as required; preparing manuscripts, reports, announcements, and complex correspondence (using text processing facilities of UNIX where applicable) for internal and external audiences; and overseeing the Chair’s calendar.

The incumbent is also responsible for assisting the Chair with the department’s academic administrative activities and key responsibilities include coordinating all the activities and preparing the relevant documentation for the annual academic searches and hiring, tenure, promotion, three-year reviews, PTR/Merit process and other academic appointments.



Your responsibilities will include:

• Overseeing day-to-day operational needs of the unit
• Developing and maintaining procedures for the use of space and equipment
• Responding to escalated complaints using informal negotiation skills
• Keeping well-informed on leadership commitments and priorities
• Assessing and revising processes that support administrative activities and objectives
• Monitoring accounts for a project and/or program
• Directing the activities of a single ongoing staff-appointed employee

CampusEssential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years related administrative academic support experience.
• Experience working with University of Toronto policies and procedures.
• Demonstrated experience in working with designing, developing, maintaining and analyzing complex databases.
• Demonstrated knowledge and experience with academic administrative policies and procedures.
• Experience developing procedures for the use of space and equipment.
• Experience drafting, editing, and preparing a variety of written documentation and reports.
• Experience with event planning, making travel arrangements and monitoring event budgets.
• Experience supervising staff.
• Experience with project coordination.
• Working experience in a mathematical sciences environment.
• Strong administrative and critical thinking skills.
• Excellent communication (written and oral) and editing skills.
• Advancement computer skills to be able to produce reports incorporating tables and graphs.
• Advanced skills with MS Office (Word, Excel, Access and Outlook).
• Advanced skills with web-based surveys and internet.
• Intermediate skills with UNIX file systems, basic commands, editor and text processing.
• Demonstrated time management skills to work with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy.

Assets (Nonessential):

• Familiarity with mathematical notations.

To be successful in this role you will be:

• Accountable
• Adaptable
• Multi-tasker
• Problem solver
• Resourceful
• Team player

Department: Mathematics
Campus: St. George (downtown Toronto)
Schedule: Full-time
Job Field: Administration
Job Posting: Jun 20, 2019
Job Closing: Jun 28, 2019, 10:59:00 PM