Executive Assistant to the Principal (Term)

Date Posted: 01/19/2024
Req ID: 35686
Faculty/Division: University College
Department: UC: Ofc of the Principal
Campus: St. George (Downtown Toronto)

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 reflects 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.

University College is the founding college of the University of Toronto. Our welcoming community is built on traditions of openness, inclusivity and diversity. Our student programs address issues of social justice from a variety of perspectives and help students develop the skills to apply what they learn in the classroom to the world around them. We are also home to professors committed to undergraduate education from a range of disciplines, who are leading researchers in their fields. Students, faculty, staff and alumni at University College work together to ensure that all thrive in our vibrant community.

Your opportunity:

The Executive Assistant to the Principal provides a full range of advanced executive administrative services to the Principal of University College. The position requires an understanding and appreciation of the College’s, the Faculty of Arts & Science’s, and the University’s priorities for numerous complex and sensitive issues in which the Principal is involved. 

Responsibilities include: providing a high level of confidential administrative support and coordination to the Principal by managing all aspects of the Principal’s complex and intensive calendar; booking travel arrangements;  drafting and assisting in the production and distribution of the Principal’s correspondence and reports; developing and managing an electronic and hard copy filing system for a large volume of complex material; maintaining a bring-forward system that alerts the Principal to approaching deadlines and commitments; screening incoming telephone calls and answering inquiries which require discretion in the release of information; maintaining an up-to-date knowledge of the Principal’s upcoming events;  liaising with UC Advancement in coordinating all aspects of events and receptions hosted by the Principal; preparing speaking notes for the Principal; liaising with UC Advancement on College communications, including actively preparing content for the website and social media; preparing reports on UC priorities; facilitating the retrieval of information from a variety of sources from across the University in response to the Principal’s requests and projects; maintaining networks with offices of other College officers, the Dean of the Faculty of Arts and Science, the Provost and President of the University of Toronto, and an extensive external network of alumni and friends; and performing other related duties as required.

The Principal’s role includes oversight of all aspects of the College, its relationship with other colleges, the Faculty of Arts and Science and the senior administration of the University. The Principal also represents the College and the University at external meetings. The College is in a period of rapid change with proposed restoration projects both in the College and the residences and the creation of a new conference centre in Croft Chapter House.  The Principal’s Office is at the centre of these changes. As an active scholar, the Principal is also deeply engaged in research and teaching activities.  The Assistant to the Principal proactively supports the Principal in all these activities.

For the duration of the current Principal’s appointment as Vice-Dean, College Relations, the Executive Assistant to the Principal also supports the Principal in this additional role within the Faculty of Arts and Science. In this role, the current Principal maintains communication, coordination and alignment of strategy and operations between the Dean’s Office and the seven vibrant Arts & Science colleges; develops guiding principles for Arts & Sciences in managing college relationships, works closely with the Faculty and the colleges to monitor impact of service-level changes, works closely with the Associate Dean, Student Affairs to provide an outstanding student experience across the Faculty and the colleges, and chairs or co-chairs working groups focused on college operations, e.g., ancillary services; administrative HR; residences; and other committees as needed. The Assistant to the Principal also supports the Principal in all these tasks and activities.

QUALIFICATIONS REQUIRED

Education:

• University degree or equivalent combination of education and experience.

Experience:

• Minimum three (3) years of demonstrated experience providing senior level administrative support to an administrative leader, preferably within a post-secondary or government environment.
• Experience managing and overseeing highly complex calendars, scheduling, and coordinating large meetings.
• Experience with minute-taking, drafting and preparing various types of correspondence and documentation.
• Experience with updating website content management.
• Experience in academic searches, promotions, and hiring policies and procedures.
• Experience with web editing software and PDF creation software (Adobe Acrobat Pro).
• Experience with internet search engines, ability to analyze web-based information and to make recommendations.
• Thorough knowledge of University policy and procedures and their application within the Faculty of Arts & Science and the College system. 

Skills:

• Advanced computer skills with a high level of proficiency with MS Office, including Word, PowerPoint, Excel, and Outlook (email and meeting scheduling) required.
• Demonstrated excellent oral and written communication, organizational and time-management skills.
• Strong organizational and interpersonal skills.
• Ability to work in a highly confidential manner.
• Ability to deal knowledgeably, courteously, and professionally with a wide range of people, including faculty, staff, students, senior faculty administrators, senior university administrators, alumni and donors.

Other:

• High degree of independent judgment, tact, and diplomacy.  
• High degree of sensitivity and responsiveness, and a need to maintain absolute confidentiality when dealing with sensitive information.
• Ability to work both independently and within a team environment. 
• Ability to organize a fluctuating workload in a changing environment under pressure and meet deadlines.
• Ability to assimilate and interpret significant amounts of information.  
• Demonstrated high degree of initiative, accuracy, and meticulous attention to detail. 
• Must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.

Closing Date: 01/30/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone: C2 -- Hiring Zone: $64,804 - $82,949 -- Broadband Salary Range: $64,804 - $101,093
Job Category: Administrative / Managerial

This is a term position until December 2024 with the possibility of renewal/extension.

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the  University of Toronto’s Alternative Work Arrangements Guideline.