Administrative Assistant

Date Posted: 01/05/2023
Req ID: 29180
Faculty/Division: Dalla Lana School of Public Health
Department: Dalla Lana School of Public Health
Campus: St. George (Downtown Toronto)
Position Number: 00040572

Description:

About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which plays a criticalrole in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $64 million in research funding per year, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change, implementation and improvement sciences, preventable disease through vaccines and prevention through wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas. This past year, $10 million philanthropic dollars was raised for research, education and knowledge translation, and the over 7000 alumni were deeply engaged through events and networking opportunities.

Your opportunity:

The Waakebiness-Bryce Institute for Indigenous Health brings together researchers and educators across the University of Toronto to work with community partners and Indigenous peoples to address the complex factors that underlie disparities in health between Indigenous and non-Indigenous people.

As the Administrative Assistant, you will maintain a high standard of professionalism while acting as the first point of contact. You will provide administrative support and engage in the coordination of meeting schedules and logistical details. Additionally, you will play a critical role in fostering working relationships with both internal and external contacts. Your solid organizational skills, customer service skills, and firm understanding of indigenous communities will enable you to contribute to the advancement of the institute’s priorities.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Fostering cooperative working relationships with a wide variety of internal and external contacts
• Writing routine documents, correspondences, and generating reports
• Coordinating the production and distribution of communication materials and maintaining information on digital platforms
• Coordinating meeting schedules, agendas, materials, action and follow-up items, including taking and distributing meeting minutes
• Determining logistical details and activities for events and/or programming
• Preparing and issuing invoices for cost recovery, preparing expense reimbursements and identifying and resolving individual financial discrepancies
• Handling sensitive and/or confidential information

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum two years within a related role, working with Indigenous peoples in a academic or healthcare setting.
• Demonstrated experience acting as the first point of contact
• Proficiency writing documents, correspondences, and generating reports.
• Experience coordinating meeting schedules and logistical details, including taking and distributing meeting minutes.
• Experience supporting financial responsibilities, including resolving financial discrepancies
• Excellent interpersonal and communication skills (verbal and written) with a strong customer focus
• Strong initiative taking skills, and highly resourceful
• Ability to manage multiple tasks and meet the demands of a fast-paced environment
• Ability to work independently and collaboratively
• Attention to detail and accuracy is essential
• High proficiency with Microsoft Office Suite (Excel, Word, PowerPoint and Outlook)
• Solid understanding of Indigenous affairs

Assets (Nonessential):

• The ideal candidate is a member of an Indigenous community and has working experience that is relevant to the posted position.

To be successful in this role you will be:

• Communicator
• Organized
• Possess a positive attitude
• Problem solver
• Resourceful

Closing Date: 06/16/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $56,514 with an annual step progression to a maximum of $72,271. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Amanda Di Fonzo

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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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 embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

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.

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