Date Posted: 03/25/2024
Req ID: 36647
Faculty/Division: VP & Provost
Department: Hart House
Campus: St. George (Downtown Toronto)
Description:
This position is responsible for the confidential and efficient daily operation of the Office of the Chief Administrative Officer (CAO) and accomplishes this by providing executive level support to the CAO and the CAO’s portfolio. The Executive Coordinator to the CAO must keep abreast of all activities and situations in the House that impact this portfolio to knowledgeably support the CAO in the resolution of issues and action items. The incumbent is the key point person for internal staff, as well as external contacts, coordinating access to the CAO, based on a thorough understanding of the CAO’s priorities and the needs of internal and external clients. The incumbent provides comprehensive confidential administrative support to the Office of the CAO.
Responsibilities for this position include: establishing and managing business processes and systems to increase efficiency, minimize duplication and optimize the use of Hart House’s resources as it relates to operational, business, human resources and administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings; management of a complex and heavy appointment schedule; preparation of presentation materials and meeting notes for an extensive schedule of meetings; supporting committees and taking minutes; liaising in a professional and courteous manner administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the CAO on key issues and current events; conducting research; preparing confidential materials; arranging meetings and events specific to the CAO; records management; booking travel arrangements; and special projects as assigned.
The position will manage the administrative functions of the Office of CAO’s new projects and programs. The incumbent will oversee the various projects to ensure deadlines and compliance requirements are met including restraints of time, quality and budget.
The incumbent is expected to be proactive, customer-service oriented, with impeccable interpersonal skills, sound judgment, good decision-making skills, and a team player. While primary service is provided to the CAO, the incumbent provides supports to other designated Directors and Managers within the CAO’s portfolio (e.g., Finance, Hospitality, Staff Relations, I.T., and Facilities).
QUALIFICATIONS REQUIRED:
EDUCATION:
University degree or an acceptable equivalent combination of education and experience. Educational background in business administration and/or project management are definite assets. Executive Office Administration Diploma is an asset.
EXPERIENCE:
Minimum 5 years related senior administrative experience, with responsibility providing support to a senior executive, preferably in a University or academic setting. Incumbent should have demonstrated experience of the following:
SKILLS:
Computer Skills:
Organizational Skills:
Analytical Skills:
Communication Skills:
OTHER:
NOTE:
A cover letter is required to accompany your application.
Closing Date: 04/07/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget – Continuing
Schedule: Full-Time Monday to Friday 8:45am to 5:00pm. Occasional overtime may be required,including evenings and weekends.
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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