Administrative Officer, Programs

3 weeks ago


Toronto, Canada University of Toronto Full time

**Date Posted**:06/06/2023
**Req ID**: 31800
**Faculty/Division**: VP & Provost
**Department**: Hart House
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00054796

**Description**:
**About us**:
Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and membersof the broader community connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learningopportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

Hart House is a key contributor to an inclusive, curious, and welcoming campus environment. We work with others to create spaces and programming that invite the next generation of thinkers, doers and citizens to propel their ideas into action from the personal to the global. Hart House programs directly engage U of T students and community in innovative and experiential learning opportunities. We are committed to the practices and principles of inclusivity and strive for representative and equitable diversity and in all that we do.

Our programming team supports student growth, identity development, community connections and transferrable professional and leadership skills through hands-on activities and programs. These programs are designed to connect participants to their interests, build community on and off campus, and create a sense of belonging and engagement that goes beyond the classroom.

**Your opportunity**:
The Administration Officer, Programs is responsible for supporting the day-to-day operations of three program teams that include: Integrated Arts Education, Dialogue and Expression, and Community Access & Outreach. This position will work closely with the three program managers, program staff, students and internal/external partners to ensure the operations run efficiently and effectively. In this lively, creative and sometimes busy environment, the Administration Officer, Programs will provide a core role in attending to the details of administrative program support for our many projects and programs.

This adaptable individual enjoys engaging with people in a collaborative environment, and is happy working on their own initiative, with energy, enthusiasm, and good humour.

**Your responsibilities will include**:

- Scheduling appointments
- Booking rooms and arranging appropriate accommodations
- Collating and organizing data for various reports
- Analyzing administrative processes and procedures and recommending changes for improvement
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Coordinating scheduled activities for functions
- Making minor purchases
- Serving as a resource to others by providing (non-supervisory) job-related guidance

**Essential Qualifications**:

- Advanced College Diploma (3 years) in a relevant field, or acceptable combination of equivalent combination of education and experience
- Minimum of three (3) years related administrative experience or office management
- Excellent administrative skills including strong organizational skills and the ability to manage conflicting priorities and competing deadlines
- Experience providing program or event based administrative support ideally in higher education or the non-profit sector
- High level of computer proficiency including Word, Excel, PowerPoint, Outlook and databases
- Experience analyzing, collecting, organizing data including generating reports
- Ability to multi-task in a fast-paced environment and effectively prioritizing activities
- Demonstrated ability to take initiative to improve processes
- Ability to work well independently but also as part of a team
- Ability to stay well-informed on policies, rules, regulations and guidelines
- Exceptional communication skills, written and verbal
- Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices

**Assets (Nonessential)**:

- Experience using Asana or similar Project Management system
- Experience using Kronos or similar payroll management system
- Experience with minor financial reconciliation
- Knowledge of the U of T campus and desire to learn about and contribute to program planning

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

- Multi-tasker
- Organized
- Problem solver
- Resourceful
- Team player

**Closing Date**: 06/18/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time **Monday to Friday 8:45am-5:00pm, with


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