Administrator & Events Coordinator

Date Posted: 12/18/2024

Req ID: 41153

Faculty/Division: School of Graduate Studies

Department: School of Graduate Studies

Campus: St. George (Downtown Toronto)

Position Number: 00055840

Description:

About us:

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operate through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction; and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

The Centre for Graduate Professional Development is a central hub for graduate student professional development at the University of Toronto. Our goal is to provide graduate students with an opportunity for autonomous exploration of academic skills and professional aspirations. We facilitate programs and events for graduate students, support their professional development journey, and coordinate information about the full range of professional development activities at the University of Toronto. 

More information about the School of Graduate Studies can be found here: http://www.sgs.utoronto.ca/. More information about the Centre for Graduate Professional Development can be found here: https://www.cgpd.utoronto.ca/.

Your opportunity:

Under the direction of the Associate Director and the Director of the Centre for Graduate Professional Development, you will be responsible for a range of administrative functions and the organization of all aspects of a wide variety of events. 

The successful applicant will be a highly motivated, proactive, and organized individual who thrives in a fast-paced environment with competing demands. You will need to use excellent interpersonal skills to foster positive relationships with the graduate students, staff, and faculty who interact with the Centre for Graduate Professional Development. 

In addition to supporting the Associate Director and Director, you will have a significant role in the day-to-day administration and operation of the Centre for Graduate Professional Development. Duties will include coordinating events and meetings, prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, maintaining records, disseminating information, assisting with communications, editing website content, and providing general administrative support as needed. This is an exciting opportunity to be part of a dynamic environment, where you can meaningfully contribute to the growth and success of a key resource for University of Toronto graduate students.

Your responsibilities will include:

• Coordinating a schedule of meetings, workshops, and other events
• Managing all aspects of planning and executing a wide variety of meetings and events
• Coordinating meeting schedules, agendas, materials, action, and follow-up items
• Liaising with internal and external vendors and service providers
• Booking event spaces and meeting rooms within the University and externally
• Creating and managing event registration forms
• Conducting post-event evaluation, analysis and recommendations for changes
• Acting as the first point of contact for general enquiries about a wide range of programs
• Resolving minor complaints and issues, and escalating problems as appropriate
• Maintaining a website and communications channels
• Writing emails, collaborating on other written materials, and editing written content
• Managing data and maintaining records, including financial, registration, evaluation, and other event records
• Analyzing administrative processes and procedures and recommending changes for improvement
• Directing the activities of casual staff and volunteers
• Acting as the first point of contact for property and facilities issues

Qualifications:

Essential Qualifications:

• Bachelor’s Degree or an acceptable combination of equivalent experience
• Minimum three (3) years of relevant work experience including responsibilities for both administrative and event-related tasks, preferably within a University setting
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Excellent organizational and problem-solving skills
• Excellent time management, prioritization, multi-tasking skills, and attention to detail
• Ability to work effectively with a wide range of academic and administrative staff and students
• Ability to work well as a team member in a fast-paced, professional environment
• Experience in organizing the logistics of meetings and special events
• Previous experience creating and editing website content
• Advanced proficiency with Microsoft Office including Word, Excel, PowerPoint, Forms, Teams, and Outlook. Thorough knowledge and proficiency with OneDrive and SharePoint.

Assets (Nonessential):

• Working knowledge of the University of Toronto environment
• Previous experience using design software such as Canva, Adobe Photoshop, or similar
• Previous experience working with graduate students or postdoctoral scholars

To be successful in this role you will be:

• Self-directed
• Adaptable
• Resourceful
• Meticulous
• Responsive
• Accountable

Closing Date: 01/08/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Blythe Campbell

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.

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