Assistant to the Principal

Updated: about 2 months ago
Location: Central Toronto Roselawn, ONTARIO
Deadline: 27 Apr 2017

Assistant to the Principal 
Job Number
: 1700542 
Faculty / Division: University College  
Department
: UC: Office of the Principal 
Campus
: St. George (downtown Toronto)   

Description

: 
The Executive Assistant to the Principal provides a full range of advanced executive secretarial and administrative services to the Principal of University College.  The position requires an understanding and appreciation of the College’s, the Faculty of Arts & Sciences, and the University’s priorities for numerous complex and sensitive issues in which the Principal is involved. 
 
Responsibilities include: providing a high level of confidential administrative and secretarial support and coordination to the Principal by managing all aspects of the Principal ’s complex and intensive calendar; booking travel arrangements;  drafting and assisting in the production and distribution of the Principal’s correspondence and reports; typing correspondence from handwritten notes; developing and managing an electronic and hard copy filing system for a large volume of complex material; maintaining a bring-forward system that alerts the Principal to approaching deadlines and commitments; screening incoming telephone calls and answering enquiries which require discretion in the release of information; maintaining an up-to-date knowledge of the Principal’s upcoming events;  liaising with UC Advancement in coordinating all aspects of events and receptions hosted by the Principal; liaising with UC Advancement on College communications (including the website); facilitating the retrieval of information from a variety of sources from across the University in response to the Principal’s requests and projects; maintaining networks with offices of other College officers, the Dean of the Faculty of Arts and Science, the Provost and President of the University of Toronto, and an extensive external network of alumni and friends; and performing other related duties as required.
 
The Principal’s role includes oversight of all aspects of the College, its relationship with other colleges, the Faculty of Arts and Science and the senior administration of the University. The Principal also represents the College and the University at external meetings. The College is in a period of rapid change with proposed restoration projects both in the College and the residences and the creation of a new conference centre in Croft Chapter House.  The Principal’s Office is at the centre of these changes. As an active scholar, the Principal is also deeply engaged in research and teaching activities
 

Qualifications

: 
Education:
  • University degree or equivalent combination of education and experience.

 
Experience:

  • 3 years of demonstrated experience providing administrative support to a senior administrator , preferably within a post-secondary or government environment.

  • Experience managing and overseeing highly complex calendars, scheduling, and coordinating large meeting, minute-taking, drafting and preparing various types of correspondence and documentation.

  • Experience with updating website content management.

  • Thorough knowledge of University policy and procedures and their application within the Faculty of Arts & Science, and the College system. 

  • Experience in academic searches, promotions and hiring policies and procedures.
    Skills:

  • Advance computer skills with a high level of proficiency with MS Office, including Word ( mail merges), PowerPoint and Excel , Outlook (email and meeting scheduling) required;

  • Web editing software and PDF creation software (Adobe Acrobat Professional )Experience with internet search engines, ability to analyze the information and make recommendations.

  • Demonstrated excellent oral and written communication, organizational and time-management skills.

  • Strong organizational and interpersonal skills. Ability to deal knowledgeably, courteously and professionally with a wide range of people, including faculty, staff, undergraduate students, senior faculty administrators and senior university administrators

  • Good interpersonal skills.
     
    Other:

  • High degree of independent judgment, tact and diplomacy. 

  • Ability to deal knowledgeably, courteously and professionally with a wide range of people, including faculty, staff, undergraduate students, senior faculty administrators and senior university administrators. Ability to reach out to alumni and donors of the College. 

  • High degree of sensitivity, responsiveness and a need to maintain absolute confidentiality when dealing with sensitive information.

  • Ability to work both independently and within a team environment. 

  • Ability to organize a fluctuating workload in a changing environment under pressure and meet deadlines.

  • Ability to assimilate and interpret significant amounts of information.  

  • Demonstrated high degree of initiative, accuracy, and meticulous attention to detail. 

  • Must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment
 
Travel: None 
Employee Group: Confidential 
Appointment Type: Budget - Continuing 
Schedule
: Full-time 
Pay Scale Group and Hiring Rate: C2 -- $53,301 - 65,001 - 71,501 Starting salary is commensurate with individual experience and qualifications.
 
  
Job Field
: Administration 
Job Posting
: Apr 20, 2017 
Job Closing
: Apr 27, 2017, 11:59:00 PM 
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