Administrative Assistant (Term)

Date Posted: 01/26/2024
Req ID: 35781
Faculty/Division: Faculty of Arts & Science
Department: Munk Sch Global Affairs & Public Policy
Campus: St. George (Downtown Toronto)
Position Number: 00056118

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.

The Reach Alliance is a global research and leadership initiative examining how critical interventions and innovations reach the hardly reached – including populations that are left behind due to geography and infrastructure, disability or refugee status, or because they are administratively invisible. The Reach Alliance recruits top students, equipping the next generation of leaders to produce actionable insights, addressing some of the world’s most pressing problems. Our global university network includes: Ashesi University, the University of Cape Town, Tecnológico de Monterrey, Singapore Management University, University College London, University of Melbourne, University of Oxford, and University of Toronto. We prioritize knowledge, knowers and ways of knowing that have been traditionally disengaged and excluded from so-called ‘legitimate’ academic knowledge, and together that foster an exceptional and diverse network of partners around the world. The Reach Alliance was created in 2015 by the University of Toronto’s Munk School of Global Affairs & Public Policy, in partnership with Mastercard’s Center for Inclusive Growth.

Your opportunity:

Reporting to the Director, Research Alliance, and under the guidance of Reach Alliance's Senior Research Program & Engagement Officer, the Administrative Assistant will be responsible for coordinating travel arrangements, meeting schedules, agendas, and follow-up items; maintaining and updating databases, online systems (Notion, SharePoint, Slack), spreadsheets, process documents, forms and invoices; verifying accuracy and completeness of data; and assisting in collecting and organizing the data management for global researcher cohort contact list and program activities. In this role, the Administrative Assistant will collaborate with Reach Alliance staff, student researchers and faculty mentors to support the Reach Alliance’s global activities.

This is an one year term position with possibiity of renewal. 

Your responsibilities will include:

• Scheduling travel plans and requesting appropriate accommodations
• Liaising with contacts to ensure consistent administration procedures are followed
• Identifying and introducing variations to established administration processes
• Obtaining required authorization and signatures to process financial documents
• Writing routine documents and correspondence
• Collating and organizing data for various reports
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• College Diploma (2 years) in business administration or acceptable combination of equivalent experience.
• Minimum two years recent and related administrative experience in a post secondary educational institution
• Experience working with or coordinating across different stakeholder groups, including the private sector, public sector, civil society and the academy
• Experience working on issues related to the Sustainable Development Goals and/or reaching marginalized populations
• Experience scheduling appointments, booking rooms
• Experience making travel plans and arranging travel bookings in coordination with travel agent (e.g. hotels, flights)
• Experience maintaining electronic and physical filing systems
• Experience providing events support including coordinating schedules and arranging catering
• Experience writing, proofreading, and editing documents, such as meeting notes, presentation and workback plans
• Experience making minor purchases, preparing expense, and reimbursements
• Experience organizing data and generating reports.
• Strong knowledge and understanding of and commitment to the university's equity principles
• Ability to work independently, to organize key tasks, to stick to timelines and to take initiative.
• Proficient in MS Word and Excel skills; skilled in data entry and working with databases (Notion, SharePoint, Slack)
• Excellent verbal and written communication skills, with the ability to interact professional with others
• Ability to coordinate event logistics and perform event setup and closure , including but not limited to standing, bending, lifting and reaching etc.

To be successful in this role you will be:

• Communicator
• Cooperative
• Multi-tasker
• Organized
• Resourceful
• Team player

Closing Date: 02/06/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Grant - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $58,012 with an annual step progression to a maximum of $74,189. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Ann Yang

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.