This job offer is closed.

Date Posted: 06/15/2022

Req ID:25033

Faculty/Division: Office of the Governing Council

Department: Office of the Governing Council

Campus: St. George (Downtown Toronto)

Description:

Working independently under the general direction of the Director, Operations, the Administrative and Operations Assistant will provide a high level of administrative and operational support to the Office of the Governing Council. The incumbent serves as the receptionist/coordinator and first point of contact for general enquiries for the Office of the Governing Council portfolio.

Responsibilities include assisting with developing and maintaining timelines and milestones for ongoing projects and initiatives, providing assistance with project administration, creating and maintaining tracking systems of key project information, and ensuring that the Director, Operations is up to date on the status of projects. Routine duties include coordinating hospitality and/or catering arrangements, managing the Office's electronic calendar of meetings, responding to requests for room bookings, processing incoming and outgoing mail, mail distribution, shipping/receiving, courier services, deliveries, email handling, screening incoming telephone calls, composing correspondence, records management, and conducting research projects as assigned. The incumbent will also be responsible assisting with special events, troubleshooting and/or arranging for repair of office equipment, maintaining office supply and stationary inventory, assisting with telecom orders, preparing and submitting routine F&S service orders, placing emergency calls, and caretaking requests.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgement, and a need to maintain absolute confidentiality. The incumbent must present a professional image in the Office of the Governing Council by interacting knowledgeably and courteously with many people including the Chair of the Governing Council, governors, senior administrators, faculty, staff, students, community members and colleagues within the Office. As part of a team, the incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic and fast-paced environment. The incumbent, where appropriate, must also be able to take initiative, be proactive, and be able to trouble-shoot and multitask.

Qualifications Required:

Education:

Bachelor's degree or comparable combination of education and experience. Training in office administration.

Experience:

Minimum of five years related administrative support experience, preferably in a post-secondary environment. Demonstrated experience liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment.

Skills:

Proficiency with MS Word, Excel, PowerPoint, electronic scheduling software and e-mail. Familiarity with SharePoint, Dynamics, and Drupal is an asset. A willingness to maintain/update knowledge as technology advances. Must demonstrate meticulous approach to work and strong attention to detail and accuracy. Must have excellent organizational and planning skills. Must demonstrate ability to track, manage, and compile information and data.

Other:

Must have the ability to: deal in a responsive, highly professional and timely manner with contacts on behalf of the Office. Enthusiastic and friendly with a demonstrated customer service orientation. Excellent oral and written communication and interpersonal skills. Strong analytical, decision-making, problem solving and organizational skills. Ability to work co-operatively and collegially with other team members. Demonstrated ability to draft clear and concise correspondence. Demonstrated initiative, accuracy, and meticulous attention to detail. Demonstrated ability to maintain confidentiality and exercise discretion with confidential information; tact, professionalism, reliability.

Ability to understand, interpret and apply policies and procedures appropriately. Superior organizational and time management skills in planning, executing, and completing tasks in relation to work priorities. High degree of political acuity and the ability to maintain professional interactions at all levels in a manner that engenders support and cooperation. Ability to work well under pressure with frequent interruptions to meet deadlines to balance the competing demands of routine work with the requirements of new priorities. Good knowledge of the University and its policies. Ability to work with minimal supervision.

NOTE: Normal daily hours of work are Monday through Friday 8:45 a.m. - 5:00 p.m. This is an onsite position.

Closing Date: 06/26/2022, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget - Continuing

Schedule: Full-Time Normal daily hours of work are Monday through Friday 8:45 a.m. - 5:00 p.m. This is an onsite position.

Pay Scale Group & Hiring Zone: C2 - Hiring Zone: $58,864 - $75,347 - Broadband Salary Range: $58,864 - $91,828

Job Category: Administrative / Managerial

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