Administrative Assistant

4 weeks ago


Toronto, Canada University of Toronto Full time

**Date Posted**:01/30/2024
**Req ID**: 35777
**Faculty/Division**: Faculty of Arts & Science
**Department**: Department of French
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00006284

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

**Your opportunity**:
The Department of French at the University of Toronto offers an exciting and immersive environment conducive to educating, motivating, and success. The programs we offer cover the literature, linguistics, cultural aspects, and understanding of the French language. Our objective is to develop the academic knowledge of all students using a series of methodology courses and research-oriented seminars, leading to the perfection of their research skills in French Studies. Located in Canada’s largest city, our department provides the necessary resources for the development of critical skills to utilize French fluently, as one of Canada’s official languages.

Reporting to the Chair, the Administrative Assistant provides responsive and professional front-line and administrative support. The incumbent will support various academic processes including the academic search process, tenure and review process. The Administrative Assistant is responsible for drafting communications, maintaining department directories and databases, ensuring spaces are kept in good order, updating documentations, and providing support for department meetings, seminars and other events.

**Your responsibilities will include**:

- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Probing for information to establish needs
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Writing routine documents and correspondence
- Drafting internal and external communications
- Proofreading and fact-checking content

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years of recent relevant experience in a bilingual English and French administrative position preferably in a post-secondary educational institution.
- Strong command of grammar and English and French usage to include accuracy in proofreading, drafting correspondence and editing.
- Experience writing/creating and editing communications and documents.
- Experience with Microsoft Teams/Zoom.
- Experience scheduling meetings, distributing materials and following up on action items.
- Exceptional written and oral communication skills.
- Exceptional problem solving, strong organization, time management skills and proven ability to meet tight deadlines.
- Ability to maintain high accurracy and attentiveness when executing tasks.
- Ability to exercise judgement and discretion in handling sensitive and confidential information.

**To be successful in this role you will be**:

- Approachable
- Possess a positive attitude
- Resourceful
- Self-directed
- Team player

This is a continuing position with an approximate start date of May 15, 2024.

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

**Closing Date**: 03/10/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

**Lived Experience Statement



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