CTSI Administrative Assistant

Date Posted: 10/17/2022
Req ID: 27904
Faculty/Division: VP & Provost
Department: Centre for Teaching Support & Innovation
Campus: St. George (Downtown Toronto)
Position Number: 00041634

Description:

About us:

The Centre for Teaching Support & Innovation (CTSI) provides leadership in teaching and learning at the University of Toronto and serves as the University’s central teaching hub. In a dynamic and highly collaborative environment, CTSI provides support for pedagogy and pedagogy-driven instructional technology for all teaching staff and teaching assistants across the University’s campuses and divisions. Its services include organizing special events and programming for instructors and teaching assistants related to a range of teaching topics, including educational technologies; conducting personalized and confidential consultations; offering job training and a certificate program for teaching assistants through the Teaching Assistants’ Training Program (TATP); supporting inquiry into teaching through the Scholarship of Teaching and Learning; providing pedagogical guidance for the use of the institutional learning management system (Quercus); and supporting the institutional online course evaluation system. Driven by the latest advancements in higher education practices and informed by emerging research in post-secondary teaching and learning, CTSI staff work directly with faculty, graduate students, departments and divisions and in partnership with a range of University offices to enhance teaching and learning across the institution.

Your opportunity:

As the CTSI Administrative Assistant, you will provide administrative support to the leadership team in CTSI (the Director, Associate Director, Assistant Director and Managers) and general office assistance to all members of the team. The Assistant responds to front-line inquiries by email, phone and in-person; handles incoming and outgoing mail and couriers; coordinates room and equipment bookings; sets up equipment for meetings; assists with meetings and events by ordering supplies and maintaining office equipment; posts content to the CTSI and TATP websites and maintains a database of information, including an event registration system.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Booking rooms and arranging appropriate accommodations
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Taking and distributing meeting minutes
• Writing routine documents and correspondence
• Maintaining information on digital platforms
• Determining logistical details and activities for events and/or programming
• Maintaining event calendar

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent education and experience.
• Minimum two (2) years relevant administrative experience providing administrative support in a front-facing client environment, preferably in an academic setting.
• Demonstrated experience writing routine documents and correspondence
• Experience providing coordination support for administrative activities for a team
• Experience accurately updating and maintaining a database, filing and record-keeping for a large team
• Demonstrated proficiency in MS Office 365 (Word, Excel, Outlook, Teams, Forms, PowerPoint, Access), and Adobe Creative Suite; accurate data entry ability.
• Experience setting up audio-visual equipment to support presentations and online meetings, including videoconferences in MS Teams or Zoom.
• Excellent communication (oral and written) skills.
• Demonstrated strong customer service orientation and ability to act in an approachable and professional manner with a wide variety of contacts and visitors.
• Ability to use judgment and initiative in providing information and making appropriate referrals as per departmental policies and procedure.
• Proficiency with online calendaring (i.e. Office 365).
• Ability to work independently and as a member of a team.
• Strong organizational, time-management skills, with the ability to work in an environment with competing demands and priorities.
• Demonstrated ability for planning and executing the logistic of events and large meetings.

Assets (Nonessential):

• Experience working in an academic setting
• Experience with the U of T learning management engine, Quercus, or similar learning management platforms.
• Experience with web editing an asset (e.g. WordPress).

To be successful in this role you will be:

• Communicator
• Courteous
• Organized
• Possess a positive attitude
• Tactful
• Team player

Closing Date: 10/31/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term  This is a Term role ending October 2023.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 — $53,222 with an annual step progression to a maximum of $68,063. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Anita Chooraman

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.