Administrative Officer

Date Posted: 04/04/2024
Req ID: 36774
Faculty/Division: UofT Scarborough
Department: UTSC: Office of Vice-Principal, Research & Innovation
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00055096

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimitedpotential. Join us on our journey.

The University of Toronto Scarborough is a place where diversity fuels innovation. As part of the University of Toronto, Canada's leading research university and one of the top research universities in the world, conducting cutting-edge, world-class research is part of the University of Toronto Scarborough’s (UTSC) DNA. The Office of the Vice-Principal, Research & Innovation is responsible for enhancing the overall research profile of UTSC locally, nationally and internationally.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence ). Recognizing that Black, Indigenous,and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Under the direction of the Manager, Operations and Project Management, supporting Academic Directors, the Assistant Director, Innovation and Entrepreneurship and the UTSC Office of the Vice-Principal Research and Innovation (OVPRI), you will provide aprofessional administrative framework to support a wide range of activities in a proactive, creative, and enthusiastic manner. You will be playing a crucial role in the growth of new exciting initiatives – iRISE (institutes for Resilient and Inclusive Societies and Ecosystems), the Sam Ibrahim Centre for Inclusive Excellence in Entrepreneurship, Innovation and Leadership (SICIEEIL), and other initiatives and activities led by the OVPRI.

You are a highly motivated, proactive, and organized individual, who thrives in a fast-paced, ambiguous, and multi-leader environment. In addition to supporting leadership and the day-to-day operations of OVPRI initiatives, your duties will include prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, coordinating events and meetings, maintaining records, assisting with budgeting and financial management, assisting with communications and marketing efforts, and providing general support to leadership and staff of iRISE, SICIEEIL, and the OVPRI as needed. This is an exciting opportunity to be part of a dynamic and innovative environment, where you can contribute to the growth of research and entrepreneurship within the UTSC community and beyond.

Your responsibilities will include:

• Overseeing day-to-day operational needs of the OVPRI, with particular focus on iRISE and SICIEEIL.
• Developing and improving administrative processes / procedures, tools, platforms and more to improve efficacy and efficiency.
• Maintaining senior staff calendars and coordinating meeting schedules, agendas, materials, action and follow-up items. Writing and preparing documents, correspondence, communications, reports, presentations; Organizing meetings and events.
• Coordinating tasks for projects and other strategic initiatives with stakeholders.
• Writing and preparing documents, correspondence, communications, reports, presentations; Preparing expense reimbursements.
• Keeping well-informed on leadership commitments and priorities.
• Handling sensitive and/or confidential information.
• Serving as a resource to others by providing (non-supervisory) job-related guidance.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five (5) years' senior administrative / executive assistance experience in a fast-paced professional work environment providing administrative support, including efficiently managing senior level schedules and calendars; preparing reports, presentations and documents; planning and providing end-to-end administrative support to meetings and events; and preparing expense reimbursements.
• Experience planning the administrative and logistical details for events and/or programs including monitoring associated budgets and finances
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and content management systems (e.g. SharePoint).
• Experience coordinating and tracking tasks for meetings, projects and other strategic initiatives with diverse stakeholders
• Excellent verbal and written communication skills
• Superior interpersonal and customer service skills to deal tactfully, professionally and effectively with faculty, staff, students and external stakeholders
• Strong organizational and time management skills with the ability to prioritize and manage senior level scheduling and coordination of work
• Demonstrated accuracy and attention to detail in order to coordinate multi-level committee activities and logistics details for meetings, projects and/or initiatives
• Ability to maintain confidentiality, exercise a high level of initiative and prioritize upcoming activities, projects and/or initiatives
• Demonstrated ability to exercise strong problem-solving skills and ability to deal with a variety of responsibilities in a high-volume, deadline driven environment
• Must show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Knowledge of University of Toronto policies and governance
• Experience working in a post-secondary research institution or entrepreneurship and innovation sectors
• Experience working with multiple leaders/managers

To be successful in this role you will be:

• Adaptable
• Assertive
• Diligent
• Diplomatic
• Multi-tasker

Note: A full job description is availble upon request from the UTSC HR Office . 

Closing Date: 04/15/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $78,308 with an annual step progression to a maximum of $100,144. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Chalsey Sahota

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.