Executive Assistant

2 weeks ago

Mississauga, Canada University of Toronto Full time

**Date Posted**:03/04/2024
**Req ID**: 36315
**Faculty/Division**: UofT Mississauga
**Department**: UTM: Ofc of the Registrar
**Campus**: University of Toronto Mississauga (UTM)

**Description**:
The Executive Assistant provides administrative support to the Registrar & Assistant Dean, Enrolment Management in the UTM Office of the Registrar and supports the day-to-day operations of the Office of the Registrar. The incumbent interacts knowledgeably and courteously with a variety of individuals including senior administrators, faculty and staff, students and their families, student leaders, and community members. The incumbent works in a complex environment that requires a high degree of understanding, responsiveness, independent judgment, and confidentiality.

Duties include managing the Registrar’s complex schedule; assisting with developing and maintaining timelines and milestones towards meeting deadlines and commitments; providing assistance with all aspects of project administration; preparing confidential and sensitive correspondences; supporting risk management issues; and preparing presentation and support materials for the Registrar’s use in a variety of meetings and governance bodies. In addition, the incumbent uses the University’s information systems (HRIS, FIS, ROSI) to support the Registrar’s review and action on various human resources actions, financial processes, and student concerns. The incumbent is responsible for liaising with other campus departments on inbound and outbound referrals, for generating and maintaining meeting records, general office files, communications, and for organizing and overseeing divisionally supported events and activities.

**REQUIREMENTS**

**Education**:
Bachelor’s degree or an equivalent combination of education and experience.

**Experience**:
**Skills**:
Demonstrated researching and writing skills, copy editing and content editing capabilities, ability to summarize and collate key concepts from a variety of sources, fact checking abilities. Proven ability to effectively write and edit varied written communications (e.g., reports, correspondence, etc.). Demonstrated ability to organize and prioritize a variety of deadlines and schedules simultaneously under mínimal supervision.

**Other**:
Excellent oral and written communication, interpersonal, analytical, decision-making and organizational skills; demonstrated initiative, accuracy and attention to detail; demonstrated judgment, tact, discretion and ability to handle matters of a sensitive and confidential nature, including matters governed by privacy policies. Ability to work independently on multiple tasks, concentrate and produce accurate, timely work in an atmosphere of frequent interruptions. Ability to work effectively and professionally, both independently and within a team environment. Experience interpreting and explaining complex policies, procedures, rules of order and operations, including to individuals with little knowledge of post-secondary settings; ability to deal with difficult people and emotionally charged situations. Incumbent must have strong understanding of issues of equity, inclusion and diversity.

**Closing Date**:03/14/2024, 11:59PM ET
**Employee Group**: Salaried
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:PM 1 - Hiring Zone: $73,810 - $86,112 - Broadband Salary Range: $73,810 - $123,015
**Job Category**:Administrative / Managerial
**This is a TERM replacement position for approximately 6 months.

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