Manager, Office of the Dean

A top tier school, the Faculty of Information is consistently ranked in the top five Library and Information Management graduate programs by the QS world university rankings. The QS rankings include both Master’s and PhD level programs.
More background about the Faculty can be found on its website (ischool.utoronto.ca).

Position Summary:

Reporting directly to the Dean, the Manager, Office of the Dean (MOD) is responsible for a broad range of highly confidential and sometimes sensitive strategic administrative duties. The MOD is responsible for managing the Office of the Dean and is expected to work with limited direction from the Dean, executing a significant amount of judgment, tact, diplomacy, confidentiality, and discretion in all aspects of their role. The incumbent is responsible for overseeing the effective management and coordination of strategic communications, external relations, faculty events, academic human resources management, and administrative support to the Dean.

The MOD acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the Faculty and the University, including senior leaders from the offices of the President, the Provost, and the Vice-President, People Strategy, Equity & Culture.

The MOD prioritizes requests and action items, relays urgent information, and takes action on the Dean’s behalf. The MOD oversees the complex schedule of appointments and events for the Dean, both internal and external to the University; drafts correspondence and institution-wide announcements on behalf of the Dean; and ensures all requests are managed with tact and diplomacy. Where appropriate, the MOD responds to a wide variety of in-person, email, and telephone inquiries from external officials, students, faculty, senior University administrators and faculty, members of the information profession, and alumni.

The MOD uses their broad understanding of the overall goals and objectives of the University and the Faculty to review, advise and prepare correspondence on behalf of the Dean, including matters relating to the employment of academic staff.

The MOD provides advice on the interpretation and application of academic HR policies and procedures as they pertain to academic searches, appointments, promotions, tenure, continuing status, academic leaves, retirement options and salary administration to ensure compliance with University and Faculty of Information policies and procedures. The MOD also works closely with Immigration Specialists in the Office of the Vice-Provost, Faculty and Academic Life to support the Faculty with navigating immigration matters as they pertain to academic appointments, visiting professors, and guest lecturers. The MOD participates in a variety of annual processes, such as faculty Progression Through the Ranks (PTR), research and study leaves, and promotions and applies their knowledge of relevant policies, procedures, and precedents. Working closely with Central HR’s Labour Relations team, the MOD also provides advice on the interpretation and administration of the CUPE 3902 Unit 3 collective agreement governing Sessional Lecturers.

The MOD handles new and ongoing projects and tasks simultaneously in a highly confidential and credible manner. The MOD conducts confidential research on a wide variety of issues and topics as requested by the Dean and compiles summaries or briefs on issues like strategic planning, policy, labour relations, and human resources including planning for work stoppages and maintaining contingency plans for core administrative services.

The MOD manages the Dean’s Office which includes overseeing and delegating work assignments and projects to the various team members and the hiring of casual labour for special events and/or peak periods of administrative work in the Office of the Dean. 

Minimum Qualifications

EDUCATION:

A Bachelor's degree or an equivalent combination of education and experience. A Bachelor's degree in communications is an asset.

EXPERIENCE:

Minimum five (5) years of experience in an office management/senior administrative role, preferably in an academic environment. Demonstrated experience handling matters of a confidential and sensitive nature. Demonstrated experience in advising senior leaders of an organization on issues management.  Experience in developing and executing strategic issues management and strategic communications plans. Experience supporting strategic planning initiatives and developing and implementing business plans. Demonstrated experience in working with and supporting committees and senior administration. Demonstrated experience in developing strategies related to complex issues. Demonstrated experience in addressing complex issues with multiple stakeholders.  Demonstrated experience managing budgets. Familiarity with academic human resource policies, procedures, and the Academic Administrative Procedures Manual (or comparable manual) is required. Familiarity with CUPE 3902 Unit 3 collective agreement is an asset. Experience managing staff in a unionized environment is an asset. Knowledge of University of Toronto structure/network is an asset.

SKILLS:

Strong research, planning and organizational skills; superior communication skills, both oral and written; strong editing skills; proven ability to analyze, consolidate, organize and summarize information and to prepare correspondence and documents with minimal review within the parameters set out by the Dean; great attention to detail; superior interpersonal skills; initiative, diplomacy and tact; ability to supervise staff effectively; ability to exercise judgment in prioritizing the work of the Dean, self, and subordinates; able to maintain a high level of confidentiality and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines; and excellent computer skills (e.g., Word, Excel, and PowerPoint, MS Teams, Zoom). Experience working with a human resources information system (e.g., HRIS) and online recruitment platforms (e.g., SuccessFactors) is an asset.

OTHER:

Proven effectiveness relating to all levels of the University – faculty, staff, students, and external members of the community; knowledge of relevant Faculty and University policies; ability to foster an inclusive environment for faculty, staff, students, and members of the public.

Closing Date: 07/14/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 3 -- Hiring Zone: $90,134 - $105,156 -- Broadband Salary Range: $90,134 - $150,223
Job Category: Administrative / Managerial