Administrative Assistant, Office of The President

2 weeks ago

Toronto, Canada University of St. Michael’s College Full time

**Closes: March 8, 2024**:
Administrative Assistant reports directly to the Director, Office of the President (the “Director”) on a wide variety of administrative and clerical duties involving the Office of the President and university governance. The Administrative Assistant ensures that financial, reporting, filing, and some ceremonial responsibilities of the Office of the President are fulfilled promptly, professionally, confidentially, and accurately. The Administrative Assistant will work closely with the Director, President, and Executive Assistant (“EA”), and has recurring contact with members of the Collegium, senate, senior administrators, human resources, finance, faculty, and staff from across St. Michael’s.- Start Date- April 15, 2024-
- Department- Office of the President — Supervised by: Director, Office of the President & Vice Chancellor-
- Compensation- $53,000 - $57,000 per year-
- Hours- 35 hours per week-
- How to Apply- Terms**UNIVERSITY OF ST. MICHAEL’S COLLEGE**

**JOB OPPORTUNITY**

**Position Title**:

- Administrative Assistant, Office of the President & Vice Chancellor

**Office**:

- Office of the President

**Supervisor**:

- Director, Office of the President & Vice Chancellor

**Hours**:

- 35 hours per week

**Pay Band**:

- A1

**Compensation**:

- $53,000 - $57,000 per year

**Terms**:

- Full-time, Permanent / 3-month probation

**Work Arrangement**:

- In-person (Alternative work arrangements available)

**Expected Start Date**:

- April 15, 2024

**Posting Date**:

- March 27, 2024

**Closing Date**:

- March 8, 2024

**Attention: Human Resources**

**PROFILE**

The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology and one of the busiest and most important libraries on the University of Toronto campus.

***

The Administrative Assistant, Office of the President (the “Administrative Assistant”) provides administrative, operational, and clerical support to the Office of the President and the governance bodies of the University of St. Michael’s College (“USMC”), namely its board (Collegium) and senate. The Administrative Assistant reports directly to the Director, Office of the President (the “Director”) on a wide variety of administrative and clerical duties involving the Office of the President and university governance. The Administrative Assistant ensures that financial, reporting, filing, and some ceremonial responsibilities of the Office of the President are fulfilled promptly, professionally, confidentially, and accurately. The Administrative Assistant will work closely with the Director, President, and Executive Assistant (“EA”), and has recurring contact with members of the Collegium, senate, senior administrators, human resources, finance, faculty, and staff from across St. Michael’s. The Administrative Assistant is a confidential classification as the incumbent will be exposed to sensitive information with respect to employer-employee relations, policy development, and Collegium discussions.

**DUTIES AND RESPONSIBILITIES**
- Support the Office of the President and its initiatives through effective, expedient administrative support.
- Manage sensitive and confidential information—including salaries, employment decisions, governance decisions, and legal advice—with discretion.
- Process invoices, expense reports, cheque and honorarium requests, and track office finances with accuracy and efficiency.
- Organize and distribute official greetings, letters of congratulations/condolences, flowers, gifts, and other official gestures of the Office of the President and the Collegium, in collaboration with the Director and EA.
- Consistently maintain a number of institutional processes, including the management of the institutional calendar, nomination submissions for university honours, and tracking news alerts.
- Generate, receive, and maintain confidential and sensitive files, information, and reports and ensure security of files.
- Help the Director and EA prepare materials and coordinating logistics for governance meetings, i.e. Collegium, Senate, and their respective committee meetings.
- Prepare the President’s expense reports & credit card statements for approval by the Chair of the Collegium.
- Prepare the Director’s credit card statements for approval by the President.
- Assist the Director and EA with office management and supply orders including the organization and inventory of branded merchandise and promotion

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