Centre Administrator (9 Months Term)

Date Posted: 03/13/2024
Req ID: 36516
Faculty/Division: Faculty of Applied Science & Engineering
Department: Department of Materials Science & Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00056198

About us:

The Faculty of Applied Science & Engineering is a world-renowned community of researchers and students dedicated to solving some of the world's most pressing challenges through collaborative and multidisciplinary research and experiential education. Through rigorous technical training, and unparalleled extracurricular and professional experience opportunities, we prepare the next generation of engineering leaders and change makers to unlock the future's boundless potential.

The University of Toronto’s Department of Materials Science & Engineering is at the forefront of addressing global issues that have a direct impact on our lives today. Our cutting-edge research in advanced materials creates technological solutions for environmental challenges such as climate change, resource depletion and energy availability. Our faculty members are world leaders in materials applications and processing, our commitment to both research and teaching excellence fosters innovative thinking.

Your opportunity:

Reporting to the Director of Biomaterials Manufacturing Cluster (BioMc) Centre, the Office Administrator is the first point of contact for the Centre assisting with routine enquiries for the Centre including programs, applications, deadlines and all general enquiries. The Office Administrator responds to routine enquiries and directs enquiries to the appropriate person based on the understanding of the enquiry and the Centre.

The Office administrator supports general administrative duties as organizing material for course evaluations and student orientation; managing the departmental mail; receiving and ensuring compliance with documentations sent to the department; collecting data; preparing correspondence, tracking office supply inventories attending meetings and taking minutes; booking organizing and preparing materials for meetings.

Your responsibilities will include:

• Scheduling day-to-day project activities
• Preparing meeting agendas
• Tracking milestones/timelines
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Maintaining information on digital platforms
• Recording or verifying transactions on a single account

Essential Qualifications:

• Advanced College Diploma (2 years) or acceptable combination of equivalent experience
• Minimum two years of administrative and customer service experience including front line support via email, in person and over phone. University relevant administrative experience preferred
• Programming experience with CSS, WordPress, GitHub, AWS, C, python, MATLAB
• Excellent MS Word, Powerpoint and Excel skills including mail merge functions for large mailings
• Experience with maintaining and updating large filing systems
• Experience handling confidential information
• Demonstrated experience maintaining sizeable databases with a high need for accuracy and attention to detail
• Demonstrated ability to work individually and as part of a team
• Exceptional communication and customer service skills
• Ability to interact with multi-cultural, international and diverse pool of students, parents, applicants, staff and faculty in a tactful professional matter
• Exceptional attention to detail and database management skills
• Strong initiative, demonstrated ability to coordinate efficient administrative process
• Ability to multitask with strong organizational and time management skills to address a variety of tasks, while meeting deadlines
• High degree of initiative
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

To be successful in this role you will be:

• Approachable
• Diplomatic
• Efficient
• Organized
• Proactive
• Problem solver

Notes :

Closing Date: 03/21/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Grant - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 06 -- $54,635 with an annual step progression to a maximum of $69,868. 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.