Executive Assistant to the Dean

Date Posted: 09/11/2024

Req ID:39682

Faculty/Division: Faculty of Information

Department: Faculty of Information

Campus: St. George (Downtown Toronto)

Description:

About Us:

The Faculty of Information at the University of Toronto is a research-led Faculty, educating the next generation of leaders in information scholarship and the information professions, both established and emerging. Our researchers and graduates are recognized for their innovation, experimentation, human-centred perspectives and commitment to the community. The Faculty, which will celebrate its centenary in 2028, has built on its heritage strengths in libraries, archives and museums to incorporate scientific and technological expertise from engineering, computer science, and other disciplines. At the same time, it has committed itself to applying social, political, and cultural perspectives from media arts, humanities, and social science to the study of information, technology, people and the relationships among them. A top tier school, the Faculty of Information is consistently ranked in the top five Library and Information Management graduate programs by the QS World University rankings. The QS rankings include both Master’s and PhD level programs. More background about the Faculty can be found on its website (ischool.utoronto.ca).nto.ca).

Your opportunity:

Under the management of the Manager, Office of the Dean and with direction from the Dean, the Executive Assistant provides assistance and a high-level of confidential operational and administrative support to the Dean by strategically managing all aspects of the Dean’s complex and intensive calendar, including scheduling meetings and committees; researching, organizing and preparing the Dean’s confidential briefing and meeting materials; coordinating intensive travel arrangements; tracking, reconciling and preparing expense reimbursements for the Dean’s business expenses; managing the Dean’s academic priorities and research accounts; and maintaining an understanding of the Dean’s priorities, providing proactive, tactful and timely follow-up, often liaising with the Manager, Office of the Dean and the Chief Administrative Officer. 

The Executive Assistant supports the Dean by performing a wide range of tasks at the very highest level of professional standards and practices. The Executive Assistant must be proactive and anticipatory in utilizing sound judgement, professionalism, discretion and confidentiality.

The Executive Assistant is responsible for efficient oversight, tracking and management of documents and referrals, including following up to ensure records and assignments are complete; overseeing, managing, organizing, delegating and following-up on the Dean’s public e-mail account; providing organization to the Office of the Dean, including filing, planning Faculty committee meetings, events, and proactively responding to routine correspondence.

The Executive Assistant must develop and manage collaborative, strategic relationships with offices including Central Administration, other University of Toronto and peer Canadian and international Deans’ and Principals’ Offices, academic leaders, alumni and donors. 

MINIMUM QUALIFICATIONS:

Education: University degree or the acceptable equivalent of education and experience.

Experience: Minimum of five (5) years of progressively senior administrative experience supporting senior executives. Demonstrated academic administrative experience preferred. Knowledge of the University’s structure and academic policies and procedures is a strong asset. Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience with taking meeting minutes.

Skills: Excellent communication skills both oral and written, and strong editing skills. Superior interpersonal skills including discretion, diplomacy, sensitivity and tact. Strong planning, organizational and time management skills. Effective problem solving and analytical skills. Ability to exercise sound judgment in prioritizing work. Excellent computer skills (Word, Excel and PowerPoint, Outlook, Teams, Zoom).

Other: Proven effectiveness relating to all levels of the University – administration, faculty, staff, students, and external members of the community; knowledge of relevant Faculty and University policies. Flexibility and ability to easily adapt to change with a professional and proactive orientation. Ability to exercise sound judgment. Superior customer service orientation. Ability to work independently and as a team, take initiative, and be a self starter. Ability to balance the competing demands of routine work with the special requirements of projects. Ability to work under pressure in a dynamic, fast-paced environment. Ability to maintain a high level of confidentiality, tact and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. Ability to pay attention to detail and accuracy as well as maintain a broad perspective of the organization. Ability to analyze information and prepare documents within the parameters set by the Dean. Demonstrated ability to track, manage and compile information and data. Strong knowledge and understanding of University structures, Faculty and Departmental priorities, as well as policies and procedures.

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 09/30/2024,11:59PM ET

Employee Group: Salaried 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $75,286 – $87,834 — Broadband Salary Range: $75,286 – $125,475

Job Category: Administrative / Managerial

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