Executive Assistant to the Chair

Date Posted: 02/28/2024
Req ID: 36228
Faculty/Division: Temerty Faculty of Medicine
Department: Dept of Pharmacology and Toxicology
Campus: St. George (Downtown Toronto)
Position Number: 00056146

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity:

The Department of Pharmacology & Toxicology is among the oldest in North America. We are one of the top Pharmacology and Toxicology Departments in the world due to our high quality research and education. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.

As Executive Assistant to the Chair, you will provide key support to our senior leadership and coordinate the academic life cycle for appointed faculty including academic searches, tenure, and promotions proceedings. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key policies and relevant information from multiple sources will ensure that that we continue to support our strong teachers, educators, quality improvers and researchers.

Your responsibilities will include:

• Coordinating processes for academic appointments, reappointment/renewal, and promotions
• Supporting the academic search process by tracking the status of applications, coordinating interview schedules, and implementing plans and process improvements for academic search activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Control the distribution of access to designated University spaces
• Writing routine documents and correspondence and editing content for brochures, newsletters, websites and/or handbooks
• Processing expense reimbursements and collaborating on cost estimates
• Coordinating meeting schedules, agendas, materials, action and follow-up items for the Chair
• Acting as a first point of contact for general inquiries

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years' related experience in a senior administrative role, preferably in a university or hospital environment
• Demonstrated experience acting as the main point of contact, managing calendars on behalf of senior stakeholders
• Experience coordinating events and scheduling travel arrangements and itineraries
• Knowledge of and experience processing the University's academic appointments including application of relevant policies and guidelines
• Experience applying and providing detailed information on policy and practices
• Experience working with a supporting senior level committees
• Experience drafting correspondence and communications with minimal revisions
• Advanced proficiency with MS Office Suite and virtual conference platforms
• Effective problem-solving; tact, sensitivity, discretion and good judgement in dealing with confidential information
• Ability to multi-task and work efficiently under pressure and meet deadlines in a fast-paced environment
• Demonstrated ability to work independently and collaboratively within a team environment

Assets (Nonessential):

• Familiarity with Faculty of Medicine and affiliated hospital policies and procedures
• Experience using Laserfiche and SuccessFactors

To be successful in this role you will be:

• Communicator
• Meticulous
• Organized
• Responsible
• Tactful

Closing Date: 03/08/2024, 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
Recruiter: Andrea Varicak

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.