Office and Events Assistant

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:08/28/2023
**Req ID**: 33674
**Faculty/Division**: Library
**Department**: Finance and Administration
**Campus**: St. George (Downtown Toronto)

**Description**:
**About Us**:
The University of Toronto Libraries system is the largest academic library in Canada and is consistently ranked inthe top ten among academic research libraries in North America. The system consists of 40 libraries located onthree university campuses: St. George, Mississauga, and Scarborough. This array of college libraries, specialcollections, and specialized libraries and information centres supports the teaching and research requirements ofover 300 graduate programs, more than 70 professional programs, and about 700 undergraduate degreeprograms. In addition to more than 15 million volumes in 341 languages, the library system currently providesaccess to millions of electronic resources in various forms and over 31,000 linear metres of archival material.More than 150,000 new print volumes are acquired each year. The Libraries' data centre houses more than 500servers with a storage capacity of 1.5 petabytes

**Your Opportunity**:
Under the direction of the Executive Assistant to the Office of the Chief Librarian, the incumbent will provide an essential role in supporting the operational functions of the Office of the Chief Librarian. This includes providing a high level of confidential secretarial, administrative, and logístical assistance to the Executive Assistant and to senior level administrators, including the University Chief Librarian, Deputy Chief Librarian, Chief Administrative Officer.

The Office and Events Assistant serves in a front-line capacity. The incumbent will answer and direct inquiries in person and on the phone; greet visitors to the office; support events, meetings, and programming by coordinating materials and assisting with logístical details and activities; and provide general administrative support to other members of the office.

In addition, the incumbent will take the initiative to help ensure that deadlines and schedules are met; participate in the coordination of mass mailings; monitor and order office supplies and catering services; and perform other duties as required pertaining to the maintenance, operation, and activities of the Office of Chief Librarian Office.

**Duties & Rersponsibilities**:

- The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, and the need to maintain absolute confidentiality. The incumbent must maintain an understanding of the priorities of the Office of the Chief Librarian and must present a professional image by interacting knowledgeably and courteously with a variety of individuals, including senior administrators, faculty, students, staff, and community members.
- As the front-line person in the Office of the Chief Librarian, greets visitors and walk ins to the office. Takes immediate action and connects the individuals with appropriate person/office for assistance.
- Screens and handles all inquiries in person and on the phone and exercises judgement when to direct or escalate to the appropriate person/office as required.
- Under the direction of the Executive Assistant, Office of the Chief Librarian, assists with coordination of the confidential, highly complex and active appointment schedules of the University Chief Librarian, Deputy Chief Librarian and Chief Administrative Officer.
- Provides confidential administrative support for three senior level administrators: the University Chief Librarian, Deputy Chief Librarian, and Chief Administrative Officer, on a range of assigned work requiring excellent organizational skills, and attention to detail.
- Assists with mass mailings, correspondence, and producing computer generated labels or envelopes.
- Orders and tracks inventory for office supplies; reconciles courier and office supply invoices.
- Performs general administrative office duties when needed for members in the Office of the University Chief Librarian
- Assists with logístical details and activities for regularly occurring and ad hoc events, meetings, workshops and/or programming for the Office of the University Chief Librarian, and as needed for other library units. Duties may include coordination of catering, registration process, communication with participants, presentations, physical setup/takedown, ordering flowers, and other event-related needs.
- Creates supporting materials such as Powerpoint slides, name tags, simple signage and other written materials for meetings and events.

**Qualifications (Minimum)**:
**Education**:

- Post-secondary degree/diploma or formal business/commercial school training or an equivalent combination of education and experience.

**Experience**:

- Minimum three (3) years related experience in an administrative position dealing with front-line services, including responding to inquiries from a wide variety of stakeholders.
- Related administrative exper

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