Executive Assistant

Date Posted: 03/04/2024

Req ID: 36315

Faculty/Division: UofT Mississauga

Department: UTM: Ofc of the Registrar

Campus: University of Toronto Mississauga (UTM)

Description:

The Executive Assistant provides administrative support to the Registrar & Assistant Dean, Enrolment Management in the UTM Office of the Registrar and supports the day-to-day operations of the Office of the Registrar. The incumbent interacts knowledgeably and courteously with a variety of individuals including senior administrators, faculty and staff, students and their families, student leaders, and community members. The incumbent works in a complex environment that requires a high degree of understanding, responsiveness, independent judgment, and confidentiality.

Duties include managing the Registrar’s complex schedule; assisting with developing and maintaining timelines and milestones towards meeting deadlines and commitments; providing assistance with all aspects of project administration; preparing confidential and sensitive correspondences; supporting risk management issues; and preparing presentation and support materials for the Registrar’s use in a variety of meetings and governance bodies. In addition, the incumbent uses the University’s information systems (HRIS, FIS, ROSI) to support the Registrar’s review and action on various human resources actions, financial processes, and student concerns. The incumbent is responsible for liaising with other campus departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, communications, and for organizing and overseeing divisionally supported events and activities.

REQUIREMENTS

Education:

Bachelor’s degree or an equivalent combination of education and experience.

Experience:

Minimum of five years administrative support experience or three years of senior administrative support experience, preferably with significant experience in a post-secondary setting. Demonstrated experience managing projects, liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment. Experience managing complex calendars and resolving calendar conflicts with other senior administrators. Experience with basic accounting and financial administration. Familiarity with the University of Toronto considered an asset, including its relevant policies and procedures and their application.

Skills:

Excellent communication and interpersonal skills. Superior organizational, planning and time management skills. Proficiency in Microsoft Office, Zoom, Adobe Pro and knowledge in human resource, financial and document management systems, e.g. HRIS, FIS, Sharepoint. Knowledge of project management methodology and computer applications and systems to promote efficiency and the ability to track, manage and compile information and data.

Demonstrated researching and writing skills, copy editing and content editing capabilities, ability to summarize and collate key concepts from a variety of sources, fact checking abilities. Proven ability to effectively write and edit varied written communications (e.g., reports, correspondence, etc.). Demonstrated ability to organize and prioritize a variety of deadlines and schedules simultaneously under minimal supervision.

Other:

Excellent oral and written communication, interpersonal, analytical, decision-making and organizational skills; demonstrated initiative, accuracy and attention to detail; demonstrated judgment, tact, discretion and ability to handle matters of a sensitive and confidential nature, including matters governed by privacy policies. Ability to work independently on multiple tasks, concentrate and produce accurate, timely work in an atmosphere of frequent interruptions. Ability to work effectively and professionally, both independently and within a team environment. Experience interpreting and explaining complex policies, procedures, rules of order and operations, including to individuals with little knowledge of post-secondary settings; ability to deal with difficult people and emotionally charged situations. Incumbent must have strong understanding of issues of equity, inclusion and diversity.

Closing Date: 03/14/2024, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget – Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $73,810 – $86,112 — Broadband Salary Range: $73,810 – $123,015

Job Category: Administrative / Managerial

This is a TERM replacement position for approximately 6 months. 

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