Research Group Administrative Assistant (Term)

Date Posted: 03/19/2024
Req ID: 36583
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)
Position Number: 00044166

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the world's most comprehensive and diverse academic divisions. 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 faculty's diversity of opportunities and perspectives reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our innovation and discovery legacy that has changed how we think about the world.

Your opportunity:

Established in 1859, the University of Toronto’s Department of Chemistry is one of Canada's leading and recognized institutions. We take pride in our teaching excellence, advanced research facilities, and the development of distinguished scientists in the past and future. Our department has various services, including chemical stores, an NMR lab, an X-Ray analysis lab, and a Mass Spectrometry lab. These resources, combined with our ambition and excitement, create an ideal place to work, research, and make an impact in scientific education.

Reporting to the Research Chair in Theoretical & Quantum Chemistry, the Research Administrative Assistant provides research and administrative support to the Canada 150 Research Chair program, a $117-million investment by the federal government. The research focuses on theoretical interfacing chemistry with physics, computer science, and applied mathematics by developing and applying quantum computer algorithms for applications in the physical sciences, such as the simulation of molecules and materials. The research also works towards accelerating molecular discovery by combating robotics, artificial intelligence, and high-throughput quantum chemistry to create materials acceleration platforms or self-driving laboratories.

The Research Group Administrative Assistant provides high-level administrative support to the Research Chair and the research team. Duties include providing high-level executive assistance to the Research Chair by coordinating and prioritizing the Research Chair’s email and mail correspondence; composing appropriate communication on behalf of the Research Chair; coordinating and managing the Research Chair’s schedules/calendars; booking the travel arrangements; preparing the Research Chairs expense reimbursements and making minor purchases. The Assistant prepares background materials by gathering data and preparing background materials or reports for related meetings, conferences, and academic and external project commitments; prepares drafts, reports and other materials for circulation; and redirects media and speaking requests inquiries.

The incumbent also supports the research team by assisting in the administration of the research project(s) by developing and monitoring research project timelines; maintaining appointments, schedules and travel plans; responding to phone and email inquiries; reviewing and sorting mail; maintaining the research group databases, web pages and social media accounts. The incumbent supports the Research Group Coordinator by reviewing the status of grants on “My Research online” to ensure deadlinesare met; making and coordinating minor equipment and office supplies purchases, and monitoring the use of Principal Investigator (PI) Group credit cards, ensuring adherence to University and Departmental procedures.

This is a 2-year grant based term position with the possibility of renewal.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Resolving issues within the scope of the role and escalating problems as required
• Handling sensitive and/or confidential information
• Creating and updating records
• Maintaining information on digital platforms
• Handling fees and/or fines on a regular basis

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent education and experience.
• Five (5) years of recent and relevant experience as an executive assistant for a major research project, providing high-level research and administrative support to a Principal Investigator in a fast-paced academic environment.
• Experience managing a very busy schedule/calendar, including making travel and hotel arrangements.
• Experience preparing correspondence to stakeholders on behalf of a PI/executive.
• Experience with taking minutes.
• Experience with developing and maintaining timelines for ongoing projects.
• Experience collaborating on cost estimates.
• Excellent written and oral communication skills including proven editing skills.
• Excellent interpersonal and customer skills.
• Advanced computer skills in MS Office (e.g., Word, Outlook Calendar, Excel, and PowerPoint), Adobe Acrobat and internet.
• Excellent skills in understanding and interpreting procedures, policies and guidelines.
• Demonstrated use of organizational skills to maintain and develop administrative record-keeping systems
• Demonstrated ability to exercise a high degree of initiative and judgment dealing with a variety of responsibilities in a high-volume environment with multiple deadlines and competing priorities
• Strong organization and time management skills in order to coordinate a manager’s schedule and ability to maintain in-depth awareness of a broad range of issues and priorities
• Accomplished ability to multitask and demonstrated ability to meet multiple deadlines without compromising quality.

Assets (Nonessential):

• Diploma in sciences-related field preferred.

To be successful in this role you will be:

• Courteous
• Intuitive
• Meticulous
• Multi-tasker
• Resourceful

Closing Date: 03/27/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Grant - Term
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: Ann Yang

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.