Secretary Jobs in Vaughan, ON

Office Manager & Hearing Secretary

Date Posted : 12 / 23 / 2024

Req ID : 41183

Faculty / Division : Office of the Governing Council

Department : Appeals, Discipline & Faculty Grievances

Campus : St. George (Downtown Toronto)

Description :

The ADFG Office is responsible for the management of the administration of the Governing Council's quasi-judicial functions, including academic discipline, non-academic discipline (including high risk cases and cases under the Sexual Violence Policy), academic appeals, appeals under the Mandated Leave of Absence Policy, grievances, tenure appeals, sexual harassment hearings and clinical academic hearings. The Office provides ongoing support to the Academic Appeals Committee, the Quasi-Judicial Coordinator University Tribunal, the Discipline Appeals Board, Code of Conduct Hearing Officers (including for hearings under the Sexual Violence Policy), the Chairs for the Mandated Leave of Absence Policy appeals, the Faculty Grievance Review Panel, the University Tenure Appeals Committee, the Academic Clinical Tribunal, the Clinical Faculty Grievance Review Panel, the Advancement Review Panel, Workload Policy Adjudicator and other panels and committees of the Governing Council as necessary.

Working independently, with limited supervision, the incumbent is responsible for the overall management and operations of the ADFG Office, including direct high-level support to the Director as well as support for the portfolio; responsible for high-level administrative processes and office duties, including preparing and analyzing statistical reports; maintaining departmental databases and website; assists the Appeals, Discipline and Faculty Grievances Office in conducting the work of the committees and processes dealt with by the Appeals, Discipline and Faculty Grievances Office and quasi-judicial bodies; responsible for high-level administrative processes and office duties, including developing business processes and systems, identifying operational priorities for the portfolio, working with the Special Projects Officer to support the implementation of projects for the portfolio, and assisting the Director with identifying portfolio priorities to include in the annual business plan. The incumbent is also responsible for coordinating administrative staff practices, developing and implementing onboarding programs for new staff and recommending training for new staff. The incumbent also provides secretarial and administrative services for the Assistant Secretaries and for the Chair, Secretary and members of the Governing Council from time to time, substituting for the other administrative secretaries when required; assists committee secretaries in conducting the work of the committees as assigned and performs general office duties; and oversees the work of the Quasi-Judicial Administrative Coordinator.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality and neutrality. The incumbent interacts closely with a wide range of senior members of the University, including committee chairs and panel members, governors, academic administrators, internal and external legal counsel, faculty and staff, as well as students and other community members.

Qualifications Required :

I. EDUCATION :

Law Clerk Diploma or an acceptable equivalent combination of education and experience.

II. EXPERIENCE :

A minimum seven (7) years of relevant experience, preferably in a University environment; Experience in an office management role, including managing staff; Demonstrated experience in working with and supporting committees and senior administration; Good knowledge of the University of Toronto, its policies, procedures and their application; Knowledge or familiarity with quasi-legal processes, technology and bodies required; direct experience with improving processes and operations; demonstrated supervisory experience.

III. SKILLS :

Demonstrated experience and strong knowledge of Outlook, Word, Excel, Case Management Systems; Scheduling Software, PowerPoint, SharePoint, and Access databases, Project Management Software such as JIRA. Experience with Zoom and other virtual software, including recording and creating breakout rooms. Familiarity with HTML.

IV. OTHER :

Proven administrative ability; strong interpersonal skills; ability to work with minimal supervision; professional demeanor and ability to exercise judgment, tact, and discretion; strong organizational skills; Ability to analyze stats and reports; Strong technological skills with quasi-judicial IT-related systems; Must be able to work overtime in the evenings with short notice; Demonstrated initiative and flexibility; Meticulous attention to detail; Ability to maintain strict confidentiality; Ability to remain calm under pressure and to meet deadlines; Ability to communicate effectively and professionally with a wide range of individuals across all levels of the University; Ability to work effectively and professionally both independently and within a team environment.

NOTE : This role is 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 : 01 / 20 / 2025, 11 : 59PM ET

Employee Group : Salaried

Appointment Type : Budget - Continuing

Schedule : Full-Time

Pay Scale Group & Hiring Zone : PM 3 Hiring Zone : $91,937 - $107,259 Broadband Salary Range : $91,937 - $153,227

Job Category : Administrative / Managerial

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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http : / / uoft.me / UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected] .

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