Administrative Assistant

Date Posted: 05/12/2021
Req ID: 3976
Faculty/Division: VP & Provost
Department: Accessibility Services
Campus: St. George (Downtown Toronto)

Description:

About us:

Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.

Within the Division of Student Life, the cluster of Student Life Programs and Services, supports students as they achieve personal, academic, career and civic goals. We engage students throughout their learning and development with the following units: Academic Success, Accessibility Services, Career Exploration & Education, Centre for Community Partnerships, Clubs & Leadership Development, Housing, Indigenous Student Services, Mentorship & Peer Programs, Multi-faith Centre, Orientation, Student Success, Transition & Engagement and TCard Services. Together with staff, faculty, students, alumni, employers and community partners, we provide an integrated and coherent path to success that reflects our students' diversity.

In support of U of T’s vision, Student Life Programs and Services is committed to creating diverse, accessible, inclusive and welcoming spaces of opportunity that foster deepened engagement, learning, personal growth, and identity development for all students. We are committed to embedding these principles into all the work we do, reducing barriers so that students from all backgrounds and lived experiences can feel a sense of belonging in the communities they find here.

To align with our strategic priorities, we encourage individuals from Black, Indigenous, and racialized communities to apply.


Your opportunity:

Reporting to the Accessibility Services Office Manager, the incumbent provides reception at the Accessibility Services front desk and serves as the initial point of contact for all students and visitors, providing a high level of customer service. The incumbent is skilled at creating a welcoming, inclusive environment and ensuring students feel supported and receive clear messaging in a timely manner; ensures all inquiries received via telephone, email and in-person are directed to the appropriate contact; and distributes all deliveries received. Using effective communication skills for a wide range of people with diverse communication styles, the incumbent develops a clear understanding of the individual’s request through active listening and asking clarifying questions, provides clearly defined information about programs, services and the registration process.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coordinating drop-in appointments to ensure urgent situations are given priority
• Booking rooms and arranging appropriate accommodations
• Writing routine documents and correspondence
• Handling sensitive and/or confidential information
• Verifying the accuracy and completeness of documents
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications:

• College Diploma (2 years) or an acceptable equivalent combination of education and experience.
• Minimum two years experience in a responsible administrative support role, preferably in a post-secondary environment; experience working directly with persons with disabilities required; a solid understanding of disability issues required.
• Demonstrated experience in scheduling appointments across multiple staff calendars, with a high degree of accuracy.
• Computer skills, including proficiency with Microsoft Office (Word, Excel, PowerPoint, Access, and Outlook), spreadsheet and database management, Sharepoint, One Note and One Drive. Ability to accurately type/keyboard at 65-70 words per minute.
• Demonstrated ability to provide a positive experience by greeting students and creating a helpful, inclusive and welcoming environment. Utilizes excellent communication and customer service skills in serving both internal and external contacts to direct their requests effectively.
• Skilled in dealing courteously with all individuals with the ability to consistently exercise a high degree of tact, discretion, good judgment, compassion, sensitivity and professionalism while dealing with high volumes of students and the public, with extreme attention to detail and maintaining strict confidentiality at all times.
• Proven ability to apply diverse communication styles in order to convey information effectively to students with possible limited communication processing skills.
• Demonstrated skill at handling escalating situations and distressed individuals, while handling sensitive issues with confidentiality.
• Proven flexibility and adaptability to work within a busy office with constantly changing work flow with the ability to prioritize own workflow; ability to work under pressure and function as as cohesive team member; shows good initiative and a willingness to receive feedback and learn new methods, procedures and programs effectively.
• Excellent organization and time management skills and demonstrated ability to adapt and re-prioritize workflow constantly to meet competing deadlines with a high degree of accuracy and impeccable attention to detail.
• Ability to learn new technology quickly.
• Demonstrated problem solving skills, with an ability to use critical thinking skills to answer a variety of questions and direct the student appropriately and ensuring students feel supported and understood.

Assets (Nonessential):

• Knowledge of the University of Toronto campus and services.
• Knowledge and proficiency with Clockwork Student Database system.

To be successful in this role you will be:

• Approachable
• Communicator
• Multi-tasker
• Organized
• Patient
• Team player

Closing Date: 05/19/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time Occasional overtime as required; late hours once per week.
Pay Scale Group & Hiring Zone: USW Pay Band 07 -- $51,656 with an annual step progression to a maximum of $66,061. Pay scaleand job class assignment is subject to determination pursuant to the Job Evaluation/Pay EquityMaintenance Protocol.

Job Category: Administrative / Managerial
Recruiter: Anita Chooraman

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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, LGBTQ2S+ 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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