Administrative Coordinator

Job title:

Administrative Coordinator

Company

University of Toronto

Job description

Date Posted: 08/07/2024
Req ID: 39168
Faculty/Division: Student Life
Department: Career Exploration & Education
Campus: St. George (Downtown Toronto)
Position Number: 00055002Description:About us:Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.Within the Division of Student Life, the cluster of Student Life Programs and Services, supports students as they achieve personal, academic, career and civic goals. We engage students throughout their learning and development with the following units: Academic Success, Accessibility Services, Career Exploration & Education, Centre for Community Partnerships, Clubs & Leadership Development, Housing, Indigenous Student Services, Mentorship & Peer Programs, Multi-faith Centre, Orientation, Student Success, Transition & Engagement and TCard Services. Together with staff, faculty, students, alumni, employers and community partners, we provide an integrated and coherent path to success that reflects our students’ diversity.In support of U of T’s vision, Student Life Programs and Services is committed to creating diverse, accessible, inclusive and welcoming spaces of opportunity that foster deepened engagement, learning, personal growth, and identity development for all students. We are committed to embedding these principles into all the work we do, reducing barriers so that students from all backgrounds and lived experiences can feel a sense of belonging in the communities they find here.The mission of Career Exploration & Education (CxED) at the University of Toronto St. George campus is to engage students to develop self‐directed career management skills through partnership with (a) faculty, to connect academic and career learning; (b) alumni and employers, to develop informational and experiential networks and opportunities; and (c) our campus community, to embed career support locally to meet diverse student needs.Our vision is to support every U of T student and recent graduate as they build their future in our changing world.We value community, agency, learning, empathy, and equity, diversity and inclusion.To align with our strategic priorities, we encourage individuals from Indigenous, Black, racialized, 2SLGBTQ+ communities, and/or individuals who identify with a disability, to apply.Your opportunity:Reporting to the Director, Career Exploration & Education, the Administrative Coordinator will provide a broad range of administrative support and guidance for Career Exploration & Education. In this role the Administrative Coordinator will oversee several operational needs to support the advancement of our priorities, including general office support (e.g. scheduling, general inquiries, filing, collating and organizing materials); scheduling of events; and special administrative projects (including the generation of routine reports and materials).Specifically, the Administrative Coordinator will co-steward two critical projects: 1) data management and reporting, and 2) file storage, organization, and transition to SharePoint.The incumbent must present a keenness to high quality customer service and partnership demonstrated by interacting knowledgeably and courteously with a variety of individuals including senior administrators, faculty, staff, students and community members. This position requires excellent communication, organizational and time management skills. The incumbent must be able to carry out a broad range of duties while exercising tact, confidentiality, and good judgement. It is important to be able to adapt rapidly from one function to another while maintaining efficiency and accuracy, especially when several projects with varying timelines are in motion.Your responsibilities will include:

• Developing and maintaining procedures for the use of space and equipment
• Analyzing administrative processes and procedures and recommending changes for improvement
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Assessing and revising processes that support administrative activities and objectives
• Determining logistical details and activities for special projects, events and/or programming
• Preparing draft statistical reports and summaries from data collected
• Scheduling day-to-day project activities
• Informing stakeholders of project progress

Essential Qualifications:

• Advanced College Diploma (3 years) or an acceptable equivalent combination of education and experience.
• Minimum five years’ of relevant administrative experience supporting senior leaders and the advancement of strategic projects,preferably in a career exploration and education setting.
• Experience maintaining effective working relationships with and between students, faculty, and staff belonging to the University community and external community groups.
• Demonstrated experience providing dedicated administrative support to senior leadership, including calendar management, committee support and written correspondence.
• Experience planning and coordinating events.
• Experience analyzing administrative processes and procedures and recommending changes for improvement.
• Advanced proficiency with MS Office Suite, virtual meeting platforms, survey tools, databases and presentation software, and the ability to troubleshoot.
• Strong interpersonaland intercultural communication skills.
• Demonstrated ability to work effectively with diverse groups, understand the value of diversity and inclusion in the workplace and must be an advocate for equity.
• Effective time management skills and demonstrated ability to multitask while maintaining a high degree of independence, accuracy and quality; working collaboratively with colleagues to meet assigned deadlines.
• Ability to manage multiple complex and competing priorities.

To be successful in this role you will be:

• Approachable
• Communicator
• Multi-tasker
• Tactful
• Team player

Closing Date: 08/21/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term; This is an eight (8) month-term position.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 — $75,223. with an annual step progression to a maximum of $96,196. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Fiona ChanLived 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.

Expected salary

$75223 per year

Location

Toronto, ON

Job date

Thu, 08 Aug 2024 22:48:16 GMT

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