Administrative Assistant , Academic & Student Services

Date Posted: 10/17/2022
Req ID: 27921
Faculty/Division: Faculty of Social Work
Department: Faculty of Social Work
Campus: St. George (Downtown Toronto)
Position Number: 00031681

Description:

About us:

The Factor-Inwentash Faculty of Social Work at the University of Toronto is distinguished by its emphasis on the integration of research and practice in both the classroom and its practicum education. As the oldest school of social work in Canada, FIFSW has been on the cutting edge of education, policy, research and practice for more than 100 years.

Recognized as one of the leading social work research Faculties in North America, FIFSW is highly involved in promoting excellence in social work practice and policy development. Teaching in the Faculty is enriched by the internationally recognized research of faculty members which is designed to help governments, agencies and communities effectively address real world challenges.

Your opportunity:

Under the direction of the Associate Dean, Academic (ADA) you will provide a wide range of administrative services, including front line assistance and administrative support to the Associate Dean’s Office and the Assistant Dean, Student Services. The Administrative Assistant will also be responsible for overseeing the day-to-day operational needs of the ADA’s Office.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Writing routine documents and correspondence
• Acting as the first point of contact for general enquiries
• Reviewing and assessing proposals for minor modifications to programs and courses
• Organizing, summarizing and circulating program and/or course evaluations
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Delivering training sessions on curriculum data management systems.
• Preparing and distributing accreditation and/or academic audit documentation.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years experience in an administrative role supporting senior management preferably within a University or higher education environment.
• Experience coordinating meeting schedules, agendas, materials, action and follow-up items; taking minutes
• Experience coordinating tasks for projects and other strategic initiatives with stakeholders
• Experience conceptualizing, organizing and executing event activities
• Experience writing and editing digital communications; experience maintaining information on websites.
• A high level of proficiency with Microsoft Word, Excel, PowerPoint and related academic learning management software applications to perform a variety work (e.g. Quercus)
• Proven ability to exhibit the highest standards of professional ethics including confidentiality and integrity, with a confident demeanor and excellent rapport when interacting with all levels of faculty, staff, students, alumni and other constituencies
• Excellent knowledge of virtual platforms, i.e. Zoom/Teams (setting up meetings, screen sharing, recordings, breakout sessions, run of a mix of recorded and live presentations etc.)
• Excellent verbal and written communication skills (spelling, grammar) including editing and proofreading.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Highly professional and proactive, and demonstrate the ability to quickly adapt to changing circumstances and confidently identify and manage priorities.
• Strong attention to detail but with the ability to process multiple requests and tasks in a timely manner.
• Must have excellent interpersonal skills and be a team player.
• Must possess a thorough knowledge of professional office procedures, good judgment, discretion and problem solving skills.
• Ability to lift up to 10 kg. Ability to work overtime on weekdays during peak periods as required.

To be successful in this role you will be:

• Achievement oriented
• Approachable
• Diplomatic
• Efficient
• Meticulous
• Multi-tasker
• Problem solver

Closing Date: 10/25/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 — $63,720 with an annual step progression to a maximum of $81,485. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Grace Joo

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.