Executive Assistant and Business Services

2 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/28/2023
**Req ID**: 30476
**Faculty/Division**: VP - Research
**Department**: Research Oversight & Compliance Office
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00037649

**Description**:
**About us**:
**Your opportunity**:
The Executive Assistant and Business Services Coordinator supports the overall VPRI mandate to provide a high level of professional service to the University’s research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. The incumbent reports and acts as executive assistant to the Associate Vice-President, Research Oversight & Compliance at the Research Oversight & Compliance Office (ROCO) and provides a range of supports and services to help ensure the smooth and effective operation of the office and its units. The incumbent also reports to and receives technical direction from the VPRI Manager, Budget & Operations on portfolio operationsactivities, and works in close cooperation with counterparts in other VPRI units to ensure a common level of support and consistent standards across the VPRI.

**Your responsibilities will include**:

- Relaying and/or gathering information from senior leadership; keeping well-informed on leadership commitments and priorities
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Writing routine documents and correspondence
- Processing accounts payable & accounts receivable according to the University Guide to Financial Management.
- Identifying and recommending space, furniture and equipment needs for the office; maintaining equipment and supply inventory.
- Monitoring department budget to ensure expenditures remain within budgeted allocations
- Processing payroll; maintaining attendance records and vacation records
- Identifying and analyzing data discrepancies and taking necessary actions tocorrect errors

**Essential Qualifications**:

- Bachelor's Degree or equivalent combination of experience and education
- Minimum three (3) years' relevant administrative, financial and payroll administration experience
- Experience coordinating an executive schedule/calendar in a busy work environment
- Experience monitoring and reconciling financial accounts
- Experience analyzing financial information and assisting with budgets and financial reports
- Demonstrated numerical accounting, financial and analytical skills
- Superior interpersonal skills and customer service orientation, demonstrated tact, discretion and ability to handle matters of a sensitive and confidential nature.
- Superior oral and written communication, demonstrated ability to draft clear and concise correspondence.
- Strong problem-solving skills and the ability to balance competing priorities while meeting deadlines.
- Excellent time management and organizational skills, ability to exercise sound judgement.
- Ability to communicate professionally and diplomatically with contacts internal and external to the University at all levels
- Advanced knowledge of the Administrative Management Systems (AMS), including Financial Information System (FIS), and Human Resources Information System (HRIS) or equivalent system
- Strong computer skills including with MS Office (Word, Excel, Outlook, Teams)

**Assets (Nonessential)**:

- Knowledge of the University’s organization, relevant policies and practices, including the University’s Guide to Financial Management.

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

- Diplomatic
- Meticulous
- Organized
- Proactive
- Problem solver

**Closing Date**: 04/06/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term **This is a Term role ending January 2025, with the possibility of renewal.**
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Anita Chooraman

**Lived Experience Statement

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