Executive Assistant (Term)

Job title:

Executive Assistant (Term)

Company

University of Toronto

Job description

Date Posted: 09/19/2024
Req ID: 39799
Faculty/Division: UofT Mississauga
Department: UTM: Dept of Recreation, Athl & Wellness
Campus: University of Toronto Mississauga (UTM)
Position Number: 00045052Description:About us:U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.Your opportunity:Within the Division of Student Affairs and Services, the Executive Assistant provides administrative support to the leadership team of the Assistant Dean, Student Wellness, Support and Success, including the Assistant Dean and three Directors: Health and Counselling Centre (HCC), Department of Recreation, Athletics and Wellness, and the Department of Accessibility Services. The incumbent coordinates many elements of the day-to-day operations of the departments to support the directors, including calendar management, project coordination, and event planning. The incumbent is also responsible for liaising with other campus departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, and communications, The Executive Assistant interacts knowledgeably and courteously with a variety of individuals including senior administrators, faculty and staff, students and their families, student leaders, and community members. The incumbent will work closely with the administrative support team in the Office of the Dean of Student Affairs to support seamless coordination of activities across the Division. The Student Wellness EA works in a complex environment that requires a high degree of understanding, responsiveness, independent judgment, and confidentiality regarding sensitive human resources and labour relations issues and complex student concerns including highly confidential medical and personal information. The incumbent supports general financial operations of the departments including reconciling monthly statements, providing budget updates, forecasts, and expense reimbursements.Your responsibilities will include:

• Overseeing day-to-day operational needs of the units (Health, Accessibility, Recreation & Athletics).
• Developing and maintaining procedures for the use of space and equipment. Coordinating meetings and events supported by the directors, and books meeting rooms and arranges for catering where required.
• Liaising with stakeholders to support initiatives of the directors in each unit.
• Keeping well-informed on leadership commitments and priorities, including the Assistant Dean Wellness priorities.
• Handling sensitive and/or confidential information including health information, financial information, etc.
• Assessing and revising processes that support administrative activities and objectives. Developing business processes to increase productivity and enhance the efficiency of services available through the office.
• Applying established standards when administering staff human resource needs under the direction of the directors.
• Liaising with other campus departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, and communications, and for conceptualizing, organizing and executing divisionally supported events and activities.

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum five years experience in administration support role, handling multiple executive schedules and administrative needs.
• Experience maintaining multiple senior staff calendars.
• Experience scheduling travel plans, including bookings flights and appropriate accommodations.
• Experience with planning events for students, including conceptualizing, organizing and executing event details.
• Attention to detail and ability to manage complex situations, requests, or support needs for three large departments in student affairs
• Understanding of student affairs and services departments, specifically a deep understanding of health services, accessibility and accommodations, and athletics and recreation.
• Ability to manage competing priorities
• Interpersonal skills, ability to establish trust and competency in working with four directors across the units.
• Financial skills related to purchase orders, expenses, reconciliations
• Strong customer service skills
• Ability to manage distressed students
• Planning and organization skills
• Strong written and verbal communication skills.

Assets (Nonessential):

• Additional certificates in event management or admin assistant would be preferred or considered an asset.

To be successful in this role you will be:

• Accountable
• Articulate
• Approachable
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Problem solver

Closing Date: 09/27/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 — $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services
Recruiter: Jessica HaltehLived 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.This is a term position ending April 15, 2026.This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the .

Expected salary

$79874 per year

Location

Mississauga, ON

Job date

Fri, 20 Sep 2024 22:17:15 GMT

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