Executive Assistant to The Chair

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:02/28/2024
**Req ID**: 36228
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Dept of Pharmacology and Toxicology
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00056146

**Description**:
**About us**:
Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

**Your opportunity**:
The Department of Pharmacology & Toxicology is among the oldest in North America. We are one of the top Pharmacology and Toxicology Departments in the world due to our high quality research and education. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.

As Executive Assistant to the Chair, you will provide key support to our senior leadership and coordinate the academic life cycle for appointed faculty including academic searches, tenure, and promotions proceedings. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key policies and relevant information from multiple sources will ensure that that we continue to support our strong teachers, educators, quality improvers and researchers.

**Your responsibilities will include**:

- Coordinating processes for academic appointments, reappointment/renewal, and promotions
- Collecting documentation required to carry out the tenure and review processes from senior leadership
- Control the distribution of access to designated University spaces
- Writing routine documents and correspondence and editing content for brochures, newsletters, websites and/or handbooks
- Processing expense reimbursements and collaborating on cost estimates
- Coordinating meeting schedules, agendas, materials, action and follow-up items for the Chair
- Acting as a first point of contact for general inquiries

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years' related experience in a senior administrative role, preferably in a university or hospital environment
- Demonstrated experience acting as the main point of contact, managing calendars on behalf of senior stakeholders
- Experience coordinating events and scheduling travel arrangements and itineraries
- Experience working with a supporting senior level committees
- Experience drafting correspondence and communications with mínimal revisions
- Advanced proficiency with MS Office Suite and virtual conference platforms
- Effective problem-solving; tact, sensitivity, discretion and good judgement in dealing with confidential information
- Ability to multi-task and work efficiently under pressure and meet deadlines in a fast-paced environment
- Demonstrated ability to work independently and collaboratively within a team environment

**Assets (Nonessential)**:

- Familiarity with Faculty of Medicine and affiliated hospital policies and procedures
- Experience using Laserfiche and SuccessFactors

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

- Communicator
- Meticulous
- Organized
- Responsible
- Tactful

**Closing Date**: 03/08/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Andrea Varicak

**Lived Experience Statement

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