Executive Assistant to the Chair

Date Posted: 06/18/2021
Req ID: 4315
Faculty/Division: Faculty of Arts & Science
Department: Cell and Systems Biology
Campus: St. George (Downtown Toronto)

Description:

About 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.


Your opportunity:

The Department of Cell & Systems Biology promotes research and teaching in some of the most dynamic and vital areas of biological research. We facilitate the pursuit of cutting-edge research in the molecular life sciences and systems biology and embrace new methodologies and state-of-the-art technologies. If you’re an ambitious and innovative individual, consider a future with us. Located in downtown Toronto and part of the University of Toronto, one of the world’s top research universities, this department is an ideal place to work, research, and make a lasting impression in the field.

Under the general direction of the Chair and the Chief Administrative Officer, the Assistant to the Chair provides a high level of administrative support to the Chair of the Department of Cell & Systems Biology. The incumbent is responsible for developing and maintain the efficient and collegial administrative operations of the Chair’s Office is a multi-faceted environment. The Assistant to the Chair oversees administrative matters, composes correspondences, reports, and other communication as well as coordinates the Chair’s schedule while maintaining a high standard of confidentiality. The Assistant to the Chair identifies urgent matters of high importance and alerts the Chair to necessary actions, responds to, redirects, or refers up based on an understanding of priorities and activities of the Chair's office. Working under the provision of University procedures and guidelines, the Assistant to the Chair provides high-level administrative support and coordination of academic processes,including academic searches, tenure, promotional, and PTR and related committees. The Assistant to the Chair also assists with grant proposals.

Your responsibilities will include:

• Applying established standards when administering academic search activities
• Following administrative rules and procedural instructions
• Collecting feedback from search committee members
• Following administrative rules and procedural instructions
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Preparing draft statistical reports and summaries from data collected
• Ordering supplies within established limits
• Serving as a resource to others by providing (non-supervisory) job-related guidance

+Essential Qualifications:

• Advanced College Diploma (3 years) with a focus on Business or acceptable combination of equivalent experience.
• Minimum three recent and related years of senior secretarial/executive assistant experience in a fast-paced and dynamic academic or related professional work environment
• Experience working with academic policies and procedures, including policies related to hiring, promotion and tenure.
• Experience with maintaining the calendar of an Executive
• Experience with maintaining a record and filing system. Experience in maintaining and updating web pages.
• Experience taking and drafting minutes
• Strong computer skills with e-mail communication, web tools and internet applications and intermediate skills in MS Office (Word, Outlook Calendar, Excel, Adobe Acrobat).
• Strong organizational and time management skills with a superior ability to oversee an executive’s schedule.
• excellent writing and oral and interpersonal skills with a high level of service orientation and ability to deal tactfully, personably and effectively with students at all levels, staff and faculty, as well as with the general public.
• ability to maintain confidentiality; data entry skills.
• Demonstrated attention to detail with an ability to oversee event logistics and coordinate multi-step committee activities.
• Ability to understand and interpret procedures and guidelines.

To be successful in this role you will be:

• Accountable
• Approachable
• Diligent
• Multi-tasker
• Possess a positive attitude
• Resourceful

Closing Date: 06/29/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $62,464 with an annual step progression to a maximum of $79,879. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Kecha Holland

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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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