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Assistant to the Chair

University of Toronto
Toronto, ON
Closing date
Jul 30, 2021

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Job Details

Assistant to the Chair

Date Posted: 07/15/2021
Req ID: 5053
Faculty/Division: Faculty of Arts & Science
Department: Dept of Anthropology
Campus: St. George (Downtown Toronto)


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 Anthropology is concerned with the unity and diversity of humanity, human culture, andsociety from a comparative and global perspective. Members of our department have consistently included distinguished anthropologists of international renown, and continually provide research in a wide range of areas. As part of the University of Toronto, one of the world’s top research universities, our department conducts research that is broadly international, varying in method and theoretical frame to understand human experience in social, cultural, and evolutionary contexts. Our program reflects the diversity of the field, which we see as a source of intellectual excitement and strength.

Under the general direction of the Department Manager, the Assistant to the Chair provides confidential
administrative support to the Undergraduate and Graduate Chairs and the Department Manager for the Department of Anthropology. The incumbent is responsible for developing and maintaining the efficient and collegial administrative operations of the Chairs' Office in a fast-paced, multi-faceted environment. The Assistant to the Chair oversees administrative matters, composes correspondence, reports and other communications, as well as coordinates the Chairs' schedule while maintaining confidentiality. The Assistant to the Chair identifies urgentmatters of high importance and alerts the Chairs to necessary actions, responds to, redirects, or makes referrals based on understanding of priorities and activities of the Chairs' Office. Under the provision of University procedures and guidelines, the Assistant to the Chair works closely with the Chairs to coordinate academic processes, including academic searches, tenure, promotion as well as the distribution of workload and PTR letters.

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
  • Determining logistical details and activities for events and/or programming
  • Serving as a resource to others by providing (non-supervisory) job-related guidance

+Essential Qualifications:

  • Advanced College Diploma (3 years) in Business or Administration, or an acceptable combination of equivalent experience.
  • Minimum three years of recent and related administrative/executive assistance experience in a fast-paced and dynamic academic or related professional work environment
  • Experience interpreting guidelines and procedures, preferably within an academic unit
  • Experience managing a schedule/calendar
  • Experience drafting reports, meeting minutes, and written correspondence
  • Experience administering relevant academic procedures and guidelines
  • Experience working with databases and producing reports
  • Advanced skills in MS Office (e.g. Word, Excel, Outlook), and Adobe Acrobat
  • Advanced skills with Taleo or similar applicant tracking system
  • Excellent verbal and written communication skills organizational and time management skills.
  • Excellent interpersonal skills with a high level of service orientation
  • Strong organizational and time management skills with a superior ability to oversee an executive’s schedule
  • Good problem-solving, detailed orientated, and analytical skills
  • Advanced data entry skills.
  • Ability to deal tactfully, personably and effectively with students at all levels, staff and faculty, as well as with the public
  • Ability to maintain confidentiality

To be successful in this role you will be:

  • Approachable
  • Diplomatic
  • Efficient
  • Meticulous
  • Organized
  • Resourceful

This position is a 6-month term.

Internal applicants can request a copy of the job description by emailing: [email protected]

Closing Date: 07/26/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
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

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

Job Segment: Equity, Anthropology, Administrative Assistant, Data Entry, Finance, Social Sciences, Administrative, Research


Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.

U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.


U of T is one of Canada’s Top 100 Employers.
U of T is one of Canada's Best Diversity Employers.


Are you looking for a challenging, meaningful career in a supportive and diverse environment?

Work where the world comes to think.

Work where the world comes to discover.

Work where the world comes to learn.


Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.

We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.

Employees have access to:

  • Excellent health and dental benefits;
  • On-site support for training and career development;
  • Flexible work arrangements;
  • Childcare subsidy;
  • Tuition waivers;
  • Scholarships and/or tuition waivers for dependants;
  • Generous paid time off;
  • Support on equity and diversity issues;
  • On-site child care;
  • University Pension Plan;
  • Subsidized athletic facility membership;
  • World-renowned libraries;
  • Confidential counselling services;
  • Parking and TTC Metropasses;
  • Employee and Family Assistance Plan;
  • Continued health benefits for pensioners.


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