Executive Assistant to the Chair (TERM)

Date Posted : 11 / 12 / 2024

Req ID : 40654

Faculty / Division : Faculty of Arts & Science

Department : Department of History

Campus : St. George (Downtown Toronto)

Position Number : 00003308

Note : This is for a TERM position ending in October 2025

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 University of Toronto’s Department of History is one of the largest history departments in North America and is internationally renowned.

Ranked 6th among public universities worldwide and 4th in North America, we are home to a critical mass of expertise. Our department offers exciting opportunities to interpret the past and examine its significance through research, education, and life-long learning.

If you are enthusiastic about being active in local, national, and international research and public affairs to bring unique perspective to important events, consider a future with us.

Your opportunity :

The Department of History provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork.

We believe in recognizing and valuing our employee’s contributions to the advancement of the department’s goals while promoting a strong commitment to work-life balance among our employees.

Reporting to the Departmental Manager, as the Executive Assistant to the Chair, you will provide key support to our senior leadership and coordinate the academic life cycle for appointed faculty including academic searches, tenure, and promotions proceedings.

This position also plays a pivotal role in managing and preserving the Chair's time, ensuring that his schedule is optimized for important priorities and decisions.

Your responsibilities will include :

• Applying established standards when administering academic search activities
• Collecting feedback from search committee members
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Preparing draft statistical reports and summaries from data collected
• Determining logistical details and activities for events and / or programming
• Editing content for brochures, newsletters, websites and / or handbooks
• Ordering supplies within established limits
• Coordinating meeting schedules, agendas, materials, action and follow-up items for the Chair

Essential Qualifications :

• Advanced College Diploma (3 years) in Business or Administration or acceptable combination of equivalent experience.
• Three years of relevant / executive assistant experience in a fast pace academic or related professional work environment.
• Extensive experience in efficiently managing one or more executive schedule / calendar.
• Experience providing administrative and coordination of support for all University of Toronto academic process, as well as preparing and coordinating all related documents.
• Experience administering human resources processes and policies, preferably in an academic environment.
• Experience assisting with the planning of events.
• Experience ordering supplies.
• Experience compiling statistics and developing administrative protocols.
• Strong computer skills and comfort with e-mail communication, web tools and Internet applications and intermediate skills in MS Office (Word, Outlook Calendar, Excel, Adobe Acrobat, Drupal).
• Strong organizational and time management skills with a superior ability to oversee an executive’s schedule.
• Ability to understand and interpret procedures and guidelines.
• Excellent organizational skills to maintain record and filing systems.
• Excellent interpersonal skills with a superior service orientation and ability to deal tactfully, and effectively with students at all levels, staff and faculty, as well as with the general public.

To be successful in this role you will be :

• Approachable
• Diligent
• Meticulous
• Multi-tasker
• Organized
• Proactive
• Team player

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 : 11 / 25 / 2024, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Term Note : This is for a TERM position ending in October 2025

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 : Becky Lee

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.