Executive Assistant and Business Services Coordinator

Date Posted: 11/27/2020
Req ID: 1824
Faculty/Division: VP - Research
Department: Research Services Office
Campus: St. George (Downtown Toronto)

Description:

About us:

The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possibleso that our researchers, innovators and learners can do what they do best - advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, along with our partner hospitals, funding sponsors, and partners in the public and private sector. VPRI provides a full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversight andaccountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.

Your opportunity:

The Executive Assistant and Business Services Coordinator supports the overall VPRI mandate to provide a high level of professional service to the University’s research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. The incumbent reports and acts as executive assistant to the Assistant Vice-President Research Services- and provides a range of supports and services to help ensure the smooth and effective operation of the unit. The incumbent also reports to and receives technical direction from the VPRI Manager, Budget & Operations on portfolio operations activities, and works in close cooperation with counterparts in other VPRI units toensure a common level of support and consistent standards across the VPRI.

Your responsibilities will include:

• Relaying and/or gathering information from senior leadership
• Keeping well-informed on leadership commitments and priorities
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Writing routine documents and correspondence
• Monitoring department budget to ensure expenditures remain within budgeted allocations
• Processing payroll
• Identifying and analyzing data discrepancies and taking necessary actions to correct errors
• Maintaining attendance records

Essential Qualifications:

• Bachelor's Degree or equivalent combination of experience and education
• Minimum three years relevant administrative, financial and payroll administration experience
• Experience coordinating an executive schedule/calendar in a busy work environment
• Experience monitoring and reconciling financial accounts
• Experience analyzing financial information and assisting with budgets and financial reports
• Demonstrated numerical accounting, financial and analytical skills
• Superior interpersonal skills and customer service orientation, demonstrated tact, discretion and ability to handle matters of a sensitive and confidential nature.
• Superior oral and written communication, demonstrated ability to draft clear andconcise correspondence.
• Strong problem-solving skills and the ability to balance competing priorities while meeting deadlines.
• Demonstrated understanding of financial management procedures, accounting principles and procedures with an ability to accurately interpret and apply guidelines, procedures, collective agreements and regulations in a variety of situations
• Ability to apply policies, guidelines, procedures, collective agreements to a variety of scenarios
• Excellent time management and organizational skills, ability to exercise sound judgement.
• Ability to communicate professionally and diplomatically with contacts internal and external to the University at all levels
• Advanced knowledge of the Administrative Management Systems (AMS), including Financial Information System (FIS), and Human Resources Information System (HRIS) or equivalent system
• Strong computer skills including with MS Office (Word, Excel, Outlook, Teams)

Assets (Nonessential):

• Knowledge of the University’s organization, relevant policies and practices, including the University’s Guide to Financial Management.

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Organized
• Proactive
• Problem solver

Closing Date: 12/03/2020, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $61,846 with an annual step progression to a maximum of $79,088. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Yarlesha Anantharajah

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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