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Academic Recruitment Advisor and Information

3 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:05/28/2024
**Req ID**: 37517
**Faculty/Division**: Vice-President & Provost
**Department**: Office of the Vice-Provost, Faculty and Academic Life
**Campus**: St. George (Downtown Toronto)

**Description**:
**Position Summary**:
Reporting to the Senior Lead, Academic Immigration & Recruitment, the Academic Recruitment Advisor and Information Specialist is the primary person responsible for coordinating the analysis, approval and tracking of divisional recruitment plans; providing advice to divisional offices on faculty position advertisements to ensure their compliance with established norms, HR best practices, and complex immigration requirements; and bringing them forward for approval by the Vice
- Provost, Faculty Academic Life. A central facet of this role is ensuring that divisional recruitment activity is in line with approved recruitment and complement plans and the annual budget review process. On behalf of the Vice-Provost, Faculty and Academic Life, the incumbent is the business owner and is the lead in respect to discussions on the development of new functionality in this system and other matters.

The incumbent takes the lead on developing and implementing a record management plan for both paper and digital files in respect to Academic HR matters. This includes the development and implementation of an office file plan; planning and overseeing the transition of office records to a more sophisticated records management environment (e.g. SharePoint); through an internal consulting process rolls out a standardized record naming conventions for records management including tagging, dating etc. Further, the incumbent is responsible for developing and overseeing the adoption of a style guide and standardized templates consistent with the AODA and with the standards adopted in related Vice-Provostial portfolios. Consequently, in all matters relating to records management and consistency in styles, the incumbent takes the lead.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality. The incumbent is required to use initiative and exercise good judgment in handling inquiries independently or referring them appropriately to other members of the Vice Provost's team based on an in-depth knowledge of the full range of academic human resources policies, including the faculty grievance process and procedures and of the Code of Behaviour on Academic Matters. The incumbent must present a professional image in the Vice Provost's Office by interacting knowledgeably and courteously with the many people including senior administrators, faculty, staff, the Faculty Association and students who come into contact with the Office of the Vice Provost, Faculty & Academic Life. The incumbent is also responsible for tracking, reconciling and paying for all departmental credit card accounts.

More specifically, the incumbent’s responsibilities include exercising considerable judgment in releasing information to answer queries and resolving issues.

**Qualifications Required**:
**Education**:

- University degree preferred or acceptable combination of education and experience.

**Experience**:

- Minimum 5 years of recent related experience in a higher education environment.
- Demonstrated ability managing complex confidential records in a senior executive office.
- Extensive experience in records management and academic recruitment practices.
- Strong familiarity with university academic norms, faculty appointments.
- Knowledge of the University’s academic policies and practices as they pertain to fulltime, part-time and casual academic appointments is required.
- Experience providing advice to academic administrative leaders.
- Experience creating and implementing a project and business communication plan is an asset.
- Proof reading and copy editing experience is an asset.

**Skills**:

- Advanced analytical and computer skills - Microsoft Word, Excel, Access, M365 Sharepoint (or related), HRIS required.

**Other**:

- Excellent communication skills both oral and written.
- Superior organizational and interpersonal skills.
- Must have initiative; diplomacy and tact.
- Ability to effectively deal with a variety of tasks and strict deadlines.
- Ability to frequently adjust priorities and great attention to detail.
- Must be able to handle matters of a confidential and sensitive nature.
- Ability to work independently and calmly under pressure.

**Closing Date**:06/11/2024, 11:59PM ET
**Employee Group**: Salaried
**Appointment Type**: Budget - Term; **This is a 2 year-term contract with an approximately end date by June 2026.**
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:PM 2 - Hiring Zone: $80,474 - $93,884 - Broadband Salary Range: $80,474 - $134,120
**Job Category**:Administrative / Managerial