Executive Assistant & Service Administrator

Date Posted: 11/06/2024

Req ID:40564

Faculty/Division: VP – Research

Department: Research Oversight & Compliance Office

Campus: St. George (Downtown Toronto)

Description:

About Us:

The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possible so that our researchers, innovators and learners can do what they do best – advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, along with our partner hospitals, funding sponsors, and partners in the public and private sector. VPRI provides a full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversight and accountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.

Your Opportunity:

Under the general direction of the Associate Vice President, ROCO (AVP), and reporting to the Manager, Budget & Operations, the Executive Assistant & Service Administrator provides a broad range of highly confidential administrative support to matters related to the efficient and effective administrative operation of the Office of AVP, ROCO. The Executive Assistant & Service Administrator manages all aspects of the AVP’s complex and intensive calendar, incoming and outgoing correspondence, and assesses the nature of the correspondence. The incumbent compiles briefing materials, information, and documentation pertaining to meetings and issues requiring attention, and materials for distribution for the Office and executive. Documentation includes confidential information for the VPRI portfolio and University wide research oversight and compliance. The incumbent exercises considerable judgment in releasing information to answer queries and resolving issues anticipating outcomes of requests made to the executive and redirecting or initiating preliminary action. Additionally, the incumbent provides administrative and operational support to the Research Oversight & Compliance office and the Office of the Vice-President Research & Innovation. The incumbent provides back-up, as required, for other Executive Assistants. The incumbent operates as the first point of contact for the supported executive, answering and directing inquiries in person, via email and on the phone. The incumbent must resolve issues and answer inquiries independently based on the understanding of the portfolio and priorities, ensuring the AVP is informed of pertinent issues through briefings on decisions, operational issues and reports. The incumbent must anticipate administrative requirements to be proactive and supportive of all activities. 

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, and a need to maintain absolute confidentiality. The incumbent has daily access to confidential and sensitive information related to all areas of the University’s functioning including financial, budgetary, human resources and labour relations information. 

The incumbent plays an important role in ensuring that communications flow to and from key senior administrative staff within the VPRI, and the broader University community. The incumbent must present a professional image by interacting knowledgeably and courteously with the many people including senior administrators, faculty, staff, and community members who come into contact with the offices of the supported executive.

Essential Qualifications:

Education:

Bachelor’s degree in a related field or an equivalent combination of education and experience. 

Experience:

Minimum of five (5) years of recent related experience in an executive-level portfolio required, preferably within a post-secondary environment. Experience with operational administration. Experience with file management, both hard copy files and electronic documents in SharePoint. Financial administration experience. Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience with taking meeting minutes.

Skills:

Demonstrated trust in managing highly sensitive and confidential information. Knowledge of the University’s structure and academic policies and procedures is a strong asset. Ability to generate reports and conduct research in support of various initiatives. Technically savvy with excellent Microsoft Office skills (Word, Excel, and PowerPoint); Outlook, SharePoint; FIS; HRIS; ROSI. Ability to research, analyze, and synthesize complex information and prepare documents within the parameters set out by the AVP. Demonstrated ability to draft clear and concise correspondence. 

Other:

Superior oral and written communication, interpersonal, analytical, decision-making and organizational skills. Strong customer-service orientation. Demonstrated verbal de-escalation skills. Demonstrated initiative, accuracy and meticulous attention to detail. Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature. Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines. Ability to assimilate and interpret significant amounts of information. Ability to work effectively and professionally, both independently and within a team environment. Comfortable working in a fast-paced, highly collaborative environment where there is a high consequence of error. Demonstrated ability to manage and regulate self-care and the ability to recognize the limits of one’s own scope of practice.

NOTES:

This role is not eligible for a hybrid work arrangement and the incumbent will be expected to work on-campus 5 days per week. 

Closing Date: 11/14/2024,11:59PM ET

Employee Group: Salaried 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $75,286 – $87,834 — Broadband Salary Range: $75,286 – $125,475

Job Category: Administrative / Managerial

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