Office Assistant

Date Posted: 01/17/2024
Req ID: 35690
Faculty/Division: Dalla Lana School of Public Health
Department: Inst of Health Policy, Mgmt & Evaluation
Campus: St. George (Downtown Toronto)
Position Number: 00043574

Description:

About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which plays a criticalrole in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $76 million in research funding per year, including more than $31.5 million held at DLSPH, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change [response], implementation and improvement sciences, preventable disease through vaccines and prevention through [and] wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas.

Your opportunity:

The Institute of Health, Policy, Management and Evaluation (IHPME) has the largest and most productive group of scholars working in health policy, health services, health informatics, clinical epidemiology and health care research in Canada today. Our students represent all sectors of the health care system; we have consistently been able to attract exceptional applicants from diverse backgrounds with a wealth of experiences. Our alumni have moved into leadership positions throughout the health care system and remain actively involved in ensuring we achieve our goals. And, finally, our donors and partners have been very generous in terms of developing and supporting new initiatives and addressing the financial needs of our students.

As Office Assistant, you will serve as the first point of contact for activities and enquiries for the Institute of Health Policy, Management and Evaluation (IHPME). This opportunity will include providing general office and finance support. You will also participate in tasks such as updating faculty profiles on the website and assisting the graduate office with tasks such as the preparation of annual graduate funding packages. You will utilize your excellent customer service skills to foster positive relationships with internal and external stakeholders while supporting our office and helping us achieve our goals and vision.

Your responsibilities will include:

• Acting as the first point of contact, responding to phone and email enquiries within the defined scope of the role and redirecting as appropriate
• Relaying and/or gathering information from students
• Coordinating online meetings and assisting in Zoom support with IT and staff
• Contributes to the execution of events including determining logistical details, liaising with vendors, and arranging catering and supplies
• Performing data coordination tasks including: collating and organizing data for course evaluations, disseminating surveys when required
• Performing financial responsibilities by processing, reviewingand following up with expense reimbursements
• Keeping well-informed on University programs, policies and procedures

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of relevant administrative and financial experience, preferably in an academic environment
• Demonstrated experience providing front line administrative support and customer service, including responding to inquiries from a wide variety of stakeholders
• Demonstrated experience processing expense reimbursements
• Experience coordinating meeting schedules, agendas, materials, action and follow up items, taking minutes, and resolving schedulingconflicts
• Proficiency with supporting events from end to end (i.e. logistics, ordering supplies, etc.)
• Demonstrated experience collating and organizing data for reports
• Demonstrated experience fostering positive relationships with internal and external stakeholders
• Proficiency with MS Office Suite (Word, Excel, Access, Outlook, Powerpoint) and financial accounting systems (FIS), Survey Monkey
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Excellent oral and written communication skills
• Excellent organizational skills, time management and problem-solving skills with the ability to meet conflicting priorities and balance multiple projects
• Ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively
• Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University
• Strong commitment to accuracy and attention to detail

To be successful in this role you will be:

• Communicator
• Goal oriented
• Intuitive
• Organized

Closing Date: 01/30/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $58,012 with an annual step progression to a maximum of $74,189. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Amanda Di Fonzo

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.