Assistant to the Chairs

Date Posted: 03/05/2024
Req ID: 36362
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Human Geography
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00036722

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 unlimited potential. Join us on our journey.

The Department of Human Geography, the Department of Political Science, and the Department of Global Development Studies at the University of Toronto Scarborough consist of award-winning faculty who combine active and productive research programs with teaching innovation and excellence. Many of the Faculty’s expertise extend well beyond Canada to cover all regions of the globe. All our programs focus on teaching the core skills of critical thinking, qualitative and quantitative research methods and analysis, and excellence in writing.

In order to advance the program objectives of the three Departments, we are recruiting for an Assistant to the Chairs, who will provide administrative and confidential secretarial support to the Chairs and demonstrate commitment to the success of the academic departments.

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:

Working closely with the Chairs of the Departments and directly reporting to the Manager, Finance and Administration, you will be responsible for providing a variety of advanced administrative support services to the Chairs of Human Geography, Political Science and Global Development Studies. As the Assistant to the Chairs, you will be equipped to work in a high-paced and multi-faceted role that requires exceptional planning and organizational skills. You will be expected to not only support the diverse day-to-day needs of the Chairs, but will also play an integral role in supporting the Department’s events activities.

In addition, you will oversee administrative matters, compose correspondence, reports and other communications, as well as coordinate the Chairs' schedules while maintaining confidentiality. You will identify urgent matters of high importance and alert the Chairs to necessary actions, responding to, redirecting, or making referrals based on understanding of priorities and activities of the Chairs'. Under the provision of University procedures and guidelines, you will work closely with each Chair to coordinate academic processes, including all academic searches (teaching and tenure stream as well as contract and stipendiary faculty), reviews, tenures, leaves, promotions, as well as supporting the preparation and distribution of workload and salary letters. You will also coordinate and support all administrative activities surrounding Adjunct and status only faculty, as well as visiting researchers/faculty.

You will take a lead role in the coordination and execution of a wide range of events in support of the Department’s Undergraduate programs as well as its community outreach efforts. You will be involved with all aspects of the planning, coordination and execution of large and small events, including determining logistical requirements, supporting travel and accommodations, on-site supervision and event direction.

In addition, your exceptional organizational and customer service skills will enable you to proactively engage and support the needs of the Chairs and the Department, ensure the effectiveness of our processes and enhance the overall experience for our students, staff and faculty.

Your responsibilities will include:

• Applying established standards when administering academic search activities (ie. proofing and posting advertisements to recruit applicants, collecting feedback from search committee members, tracking status of applications, coordinating interview schedules, scheduling lectures, drafting employment letters)
• Applying established standards when administering tenure and promotion activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership and determining actionable items based on the review of application information
• Determining logistical details and activities for events and/or programming (ie. preparing itineraries, scheduling travel plans, booking rooms, arranging catering)
• Coordinating meeting schedules, agendas, materials, action and follow-up items (ie. includes taking/distributing meeting minutes)
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Keeping well-informed on leadership commitments and priorities (ie. informing Chairs of impending deadlines)
• Handling sensitive and/or confidential information (ie. applicant information, student information)

Essential Qualifications:

• Advanced College Diploma (3 years) in administration, business, or related diploma or acceptable combination of equivalent experience and education.
• Minimum three years' of related academic administrative experience supporting and coordinating academic activities and meeting activities (ie. taking minutes); and event planning, coordination and execution of large events, preferably within a higher education setting
• Experience drafting, editing, and preparing a variety of written communications including the ability to summarize information and prepare original correspondence concisely
• Experience planning, coordinating and executing the logistics for large and small events
• Experience creating, organizing and maintaining electronic and paper filing systems
• Strong proficiency with Microsoft Office Software (Word, PowerPoint, Excel to compile, analyze, and summarize data for reporting and planning purposes
• Excellent written and oral communication skills
• Superior organizational and time management skills with the ability to effectively balance time-sensitive work and ability to quickly pivot to changing priorities
• Sound problem-solving skills with the ability to independently troubleshoot issues within the parameters of policies, standard operating procedures and best practices
• Strong attention to detail when reviewing large documents and reports
• Tact, diplomacy, professionalism and ability to maintain confidentiality
• Strong networking and interpersonal skills required to effectively build and maintain lasting relationships with a diverse group of stakeholders
• Customer-service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders
• Applicants are expected to 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 the University of Toronto Academic Administrative policies and procedures.
• Proficiency with academic job posting activities and knowledge of SuccessFactors (SF) and Quercus (Canvas) or similar systems.
• Proficient in the use of event management tools (ie. Eventbrite)
• Experience using social and digital media for marketing, communications or outreach purposes

To be successful in this role you will be:

• Approachable
• Meticulous
• Possess a positive attitude
• Resourceful
• Self-directed
• Team player

NOTE: A full job description is available upon request from the UTSC HR Office .

Closing Date: 03/20/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.