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Assistant to The Chair
4 months ago
**Date Posted**:06/12/2024
**Req ID**: 37912
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Dept-Physical & Environmental Sci
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 00006727
**Description**:
**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimitedpotential. Join us on our journey.
The Department of Physical & Environmental Sciences is built on a strong foundation of dedicated staff and faculty. This Department is a multidisciplinary unit comprised of four primary groups: Chemistry, Environmental Science, Environmental Studies and Physics & Astronomy with faculty who are engaged in vital research to better understand our environment. This Department is a place where diversity fuels innovation. Discover a campus filled with energy, culture and world changing ideas and facilities. Discover the University of Toronto Scarborough.
**Your opportunity**:
Under the general direction of the Chair and Academic Programs Manager, the Assistant to the Chair is responsible for providing a variety of advanced administrative support services to both the Department of Physical and Environmental Sciences and the Office of the Chair. This is a high paced and multifaceted role that requires individuals with exceptional planning and organizational skills as you will be expected to not only support the diverse day-to-day needs of the Chair’s Office, but you will also play a key role in supporting the Department’s communications and events activities.
Chair’s Office:
The Assistant to the Chair oversees administrative matters, composes correspondence, reports and other communications, as well as coordinates the Chairs' schedule while maintaining confidentiality. The Assistant tothe Chair identifies urgent matters of high importance and alerts the Chairs to necessary actions, responds to, redirects, or makes referrals based on understanding of priorities and activities of the Chairs' Office. Under the provision of University procedures and guidelines, the Assistant to the Chair works closely with the Chair and Academic Programs Manager to coordinate academic processes, including all academic searches (teaching and tenure stream as well as contract and stipendiary faculty), Graduate Faculty Membership (GFM), reviews, tenure, leaves, promotions, academic integrity issues, as well as the supporting the preparation and distribution of workload and salary letters. The Chair’s Assistant will also coordinate and support all administrative activities surrounding Post-Doctoral Fellows, Adjunct and status only faculty, as well as visiting researchers/faculty.
Communications
Your exceptional communications skills and creativity will support all aspects of the Departments efforts to promote its academic programs, identify and support faculty funding opportunities, and the Department’s community outreach efforts. The Assistant to the Chair will play a key role contributing to and supporting the Department’scommunications and social media teams.
Events
The Chairs Assistant will take the lead role in the coordination and execution of a wide range of events in support of the Department’s Graduate and Undergraduate programs as well as its community outreach efforts. You will be involved with all aspects of the planning, coordination and execution of large
- and small-scale events including, but not limited to, determining logístical requirements, arranging catering, supporting travel and accommodations, developing content for marketing and promotional materials, on-site supervision and event direction.
Your exceptional organizational and customer service skills will enable you to proactively engage and support the needs of both the Chair’s Office and the Department. Your creativity will help foster an environment of innovation designed to improve the efficiency and effectiveness of our processes, enhance our ability to promote our programs, build connections within our community, and enhance the overall experience for our students, staff and faculty.
This is an excellent opportunity to join our dynamic and dedicated team that values new ideas and initiatives, and the teamwork required to see those ideas become reality.
**Your responsibilities will include**:
- Acting as the first point of contact for general enquiries, responding to enquiries within the defined scope of the role and redirecting as appropriate
- Determining logístical details and activities for events and/or programming.
- Arranging catering, scheduling travel plans and requesting appropriate
