Executive Assistant to the Dean

Date Posted: 02/27/2024

Req ID: 36131

Faculty/Division: Faculty of Music

Department: Faculty of Music

Campus: St. George (Downtown Toronto)

Description:

Reporting directly to the Dean and under the general direction of the Assistant Dean, Operations, the Executive Assistant (EA) to the Dean is responsible for a broad range of highly confidential and sometimes sensitive strategic administrative duties. The EA is expected to support the Dean, executing a significant amount of judgment, tact, diplomacy, confidentiality, and discretion in all aspects of the role.

The EA conducts confidential research as requested by the Dean and compiles summaries or briefs on issues like strategic planning, policy, labour relations, human resources including planning for work stoppages and maintaining contingency plans for core administrative services.

The incumbent acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the University, including senior leaders from the Office of the President, the VP and Provost, and the Vice-President of Human Resources and Equity. The EA prioritizes requests and action items, relaying urgent information and acts on the Dean’s behalf when requested to do so. The incumbent must be able to handle multiple projects and tasks simultaneously in a highly confidential and credible manner.

The EA is accountable to the Dean for ensuring the accuracy and timeliness of faculty appointment procedures, tenure and promotion procedures, annual review process, and sabbatical and other leave applications using detailed knowledge of relevant policies, procedures, and precedents.

In addition, the EA manages the complex schedule of appointments and events for the Dean, both internal and external to the University, drafts correspondence and institution-wide announcements on behalf of the Dean, screens incoming calls ensuring priority calls are transferred and that all calls are managed with tact and diplomacy. Where appropriate, the EA responds to a wide variety of in-person, email, and telephone inquiries from external officials, students, faculty, senior University administrators and members of the broader Toronto music community, and alumni.

Minimum Qualifications:

EDUCATION: A Bachelor’s degree or an equivalent combination of education and experience is necessary.

EXPERIENCE: Minimum five (5) years of experience in a senior administrative role, preferably in an academic environment. Experience planning and organizing events. Experience managing complex calendars.

Demonstrated experience handling matters of a complex confidential and sensitive nature. Ability to deal in a professional and timely manner with various internal and external stakeholders. Ability to exercise tact and judgement in managing contacts and working effectively with a broad range of individuals under demanding conditions.

Demonstrated commitment to the principles of Equity, Diversity, and Inclusion (EDI) Knowledge of University of Toronto structure/network an asset.

SKILLS: Strong planning and organizational skills; excellent communication skills both oral and written; strong editing skills; superior interpersonal skills; must have initiative; diplomacy and tact; ability to exercise judgment in prioritizing the work of the Dean and be able to maintain a high level of confidentiality, tact, and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines; ability to supervise staff effectively; excellent computer skills (Word, Excel and PowerPoint); ability to learn and adapt to new technologies, ability to analyze information and prepare documents within the parameters set out by the Dean; great attention to detail.

OTHER: Proven effectiveness relating to all levels of the University – administration, faculty, staff, students, and external members of the community; knowledge of relevant Faculty and University policies.

Closing Date: 03/12/2024, 11:59PM ET

Employee Group: Salaried

Appointment Type: Budget – Continuing

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

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