Executive Assistant to the Chair and Project Coordinator

Date Posted : 09 / 26 / 2024

Req ID : 39583

Faculty / Division : Faculty of Arts & Science

Department : Department of Physcis

Campus : St. George (Downtown Toronto)

Position Number : 00056541

Description : About us :

About us :

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world.

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 diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration.

At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Department of Physics is part of a dynamic academic community offering programs and courses to undergraduate and graduate students.

We provide a comprehensive set of fundamental tools that can be brought to bear on many problems across a variety of fields.

With world-class laboratories and outstanding faculty, the department fosters an in-depth understanding of an extremely diverse array of systems.

Situated in the heart of downtown Toronto, our department is affiliated with various departments, institutes and research organizations, providing a broad network for our staff and students.

Your opportunity :

Under the general direction of the Chair and with oversight from the Manager, Finance and HR Administration, the Executive Assistant and Project Coordinator provides administrative support and coordination for academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR).

The position serves as a key point of contact between the Department of Physics and FAS Academic Human Resources. The position provides support to committees including with scheduling, drafting agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow-up on action items.

The incumbent supports the Chair's leadership in a variety of academic, EDI, and infrastructure projects and strategic initiatives by coordinating project activities, developing communication materials, organizing events, and building relationships with stakeholders.

This is an onsite position.

Your responsibilities will include :

• Applying established standards when administering academic search activities
• Applying established standards when administering tenure and promotion activities
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Conceptualizing, organizing and executing event activities
• Determining logistical details and activities for events and / or programming
• Developing content for marketing and / or promotional materials
• Preparing draft statistical reports and summaries from data collected
• Following administrative rules and procedural instructions

Essential Qualifications :

• Advanced College Diploma (3 years) in Business Administration, Communication or acceptable combination of equivalent experience.
• Minimum three (3) years' relevant and recent experience with related progressive executive assistant experience including experience liaising with internal and externalcontacts, preferably in an academic or research-intensive institution
• Experience providing administrative support including administering and managing multiple calendars on various systems (Google Calendar and doodle poll, etc.
• monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events;

booking committee meetings and taking meeting minutes

• Experience working with committees, taking minutes, identifying action items for follow up, and preparing written documents from minutes and / or notes
• Knowledge providing academic support with academic searches, tenures, promotions, leaves, and three-year reviews or other related processes
• Experience coordinating project tasks and tracking project progress
• Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence
• Relevant experience implementing communications plans, producing and editing communication materials and managing social media communications presence
• Experience effectively tracking, managing, compiling, reviewing, and presenting qualitative and numerical data, such as program / student data, ROSI data, course evaluation data, financial data, and other data related to projects
• Experience with developing and managing digital marketing
• Demonstrated attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities
• Excellent organizational, analytical and time management skills with superior ability to oversee a busy schedule, manage competing deadlines, and consistently deliver results with initiative and flexibility
• Excellent oral and written communication skills
• Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight;

and ability to exercise judgement and discretion in handling sensitive and confidential information

Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably, and effectively with all senior academic administrators, faculty, staff, students and members of the public, in written, synchronous communication, and in-person;

superior service orientation

Assets (Nonessential) :

• Some training and experience with project management tools
• Some training and experience with document design
• Some training and experience with event planning
• Some experience with web page content management

To be successful in this role you will be :

• Accountable
• Communicator
• Organized
• Problem solver
• Self-directed
• Team player

Closing Date : 10 / 10 / 2024, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Continuing

Schedule : Full-Time

Pay Scale Group & Hiring Zone :

USW Pay Band 10 $70,844. with an annual step progression to a maximum of $90,595. 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.