Executive Assistant to The Cao

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:05/22/2024
**Req ID**:37414
**Faculty/Division**: Faculty of Social Work
**Department**: Faculty of Social Work
**Campus**: St. George (Downtown Toronto)

**Description**:
**About the Factor-Inwentash Faculty of Social Work**:
The Factor-Inwentash Faculty of Social Work at the University of Toronto is distinguished by its emphasis on the integration of research and practice in both the classroom and its practicum education. As the oldest school of social work in Canada, FIFSW has been on the cutting edge of education, policy, research, and practice for more than 100 years. Recognized as one of the leading social work research Faculties in North America, FIFSW is highly involved in promoting excellence in social work practice and policy development. Teaching in the Faculty is enriched by the internationally recognized research of faculty members which is designed to help governments, agencies and communities effectively address real world challenges. At the Factor-Inwentash Faculty if Social Work, faculty, and staff work together to provide an open, professional environment that fosters a culture built on respect, goal orientation, motivation, accountability, and teamwork.

**Position Summary**:
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 Assistant to the CAO must keep abreast of all activities and situations in the Faculty 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 and faculty, 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 Faculty’s resources as it relates to operational, human resources and administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings. In addition, the incumbent uses the University’s information systems (HRIS, FIS, ROSI) to support the CAO review and action on various human resources actions, financial processes, and stakeholder concerns. Liaising in a professional and courteous manner with all faculty, 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; and special projects as assigned. The incumbent works in a complex environment that requires a high degree of understanding, sensitivity, responsiveness, independent judgement, and a need to maintain absolute confidentiality across all matters, including human resources, labour relations, and finance.

**QUALIFICATIONS**

**I. 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.

**II. EXPERIENCE**:
Minimum 3 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:

- Highly developed sense of customer service
- Ability to handle matters of a confidential and sensitive nature.
- Project management and research experience
- Spreadsheet creation and manipulation
- Quantitative analysis

**III. SKILLS**:
Computer Skills:

- Excellent computer and software skills: MS Office (Word, Excel, PowerPoint, Access)
- Excellent SAP AMS skills (FIS, HRIS, RIS)
- Excellent desktop publishing; basic HTML, and web page management skills
- Excellent skills using multimedia equipment for presentations an asset Organizational Skills:

- Excellent organizational and time-management skills
- Ability to work independently, set priorities, manage multiple tasks and projects and meet deadlines.
- Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
- Flexibility and ability to function within an environment where priorities frequently compete and/or shift.

Analytical Skills:

- Demonstrated analytical and problem-solving skills.
- Superior quantitative skills with demonstrated experience in handling spreadsheets and analysis.
- Understanding of contract administration as it relates to supply and

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