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Administrative Assistant

2 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:04/24/2023
**Req ID**: 30892
**Faculty/Division**: Faculty of Arts & Science
**Department**: Ctr for Comparative Literature
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00054524

**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 Centre for Comparative Literature is unique to North America in design, purpose and practice. We offer MA and PhD programs of study in every major area, with particular emphasis on literary theory and criticism. Our focus is on providing our students with a thorough preparation in literary traditions and a rigorous study of multiple theoretical approaches. Our success is owed to our enthusiastic and experienced faculty and the use of individualized curricula for each of our students.
Under general direction of the Director and Business Officer, the Administrative Assistant will provide front line reception, graduate assistance and administrative support to the department. These duties include but not limited to: Greeting and directing visitors, booking rooms and equipment using the department's online booking system, assisting with coordinating departmental events, as well as tracking and maintaining key and FOB distribution and database. The incumbent will also provide administrative support to the Graduate Assistant if needed.

**Your responsibilities will include**:

- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Liaising with contacts to ensure consistent administration procedures are followed
- Identifying and introducing variations to established administration processes
- Writing routine documents and correspondence
- Determining logístical details and activities for events and/or programming
- Making minor purchases

**Essential Qualifications**:

- College Diploma (2 years) in business administration, office administration, accounting or acceptable combination of equivalent experience.
- Minimum two years of recent and related front-line administrative and graduate program assistance experience in a university or academic setting.
- Experience answering general enquiries and/or referring them to the appropriate personnel
- Experience providing graduate administrative support and working with students, faculty and prospective students.
- Demonstrated experience coordinating and/or assigning physical resources, including office space, equipment and supplies.
- Experience with drafting correspondences, reports and reconciling accounts.
- Demonstrated experience processing payments in FIS and HRIS.
- Experience with event planning and preparation, including booking rooms and arranging catering.
- Advanced skills in Microsoft Office (e.g. Outlook, Word, Excel, Access, and Publisher).
- Excellent interpersonal and organizational skills.
- Excellent communication (written and oral) skills.
- Excellent time management and organizational skills.
- Proven ability to exercise strong judgement, tact, initiative and diplomacy.
- Ability to work independently as well as a member of a team.
- Ability to set priorities and maintain confidentiality.
- High degree of accuracy with demonstrated attention to detail.
- Ability to handle a variety of tasks simultaneously and to meet deadlines.
- Ability to take initiative and work pro-actively

**Assets (Nonessential)**:

- Previous knowledge in using ROSI
- Proven experience in updating websitesusing HTML coding and/or WordPress
- Previous experience in setting up Audio/Video equipment

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

- Communicator
- Cooperative
- Multi-tasker
- Organized
- Problem solver
- Team player

**Closing Date**: 05/03/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Part-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

**Lived Experience Statement

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