Department Assistant

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:08/02/2023
**Req ID**: 33235
**Faculty/Division**: Faculty of Arts & Science
**Department**: Department of Mathematics
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00043617

**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.

The Department of Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty comprise a unique blend of established intellectuals and early-career researchers. Our department members include numerous award-winning faculty with outstanding accomplishments and leading research within a field that requires critical thinkers who analyze, assess and problem solve.

**Your opportunity**:
Under direction of the Department Manager and Financial Officer, the Departmental Assistant provides administrative services and support for the Department. Duties include typing routine correspondences. Assists in organizing the logistics of conferences, colloquia, seminars and special events. Maintains files and databases for postdoctoral fellows, prepares template letters of offer, organize funding and completing payroll documents. Prepares letters of offer for all non-appointed employees, including CUPE 3902 Unit 1, 3, 5, USW, and visitors. Prepares payroll records and process timesheets. Keeps abreast of collective agreements and employment policies changes. Updates to the Department’s website. Assists the Department Manager with space allocation, renovations and space issues, including submission of Facilities and Services work orders, updates to the key and FOB distribution database, distribute keys and FOB’s and collect and return refundable deposits. Submits telephone service orders and updates the UofT telephone directory.

**Your responsibilities will include**:

- Coordinating tasks for projects and other strategic initiatives with stakeholders
- Handling sensitive and/or confidential information
- Preparing draft employment letters using templates
- Maintaining a database
- Editing content for brochures, newsletters, websites and/or handbooks
- Keeping well-informed on changes to policies, procedures, collective agreements, and applicable legislated requirements
- Liaising with stakeholders to coordinate space and resource requirements
- Preparing payroll records for processing

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years recent and related experience in providing administrative support to an academic unit including working with CUPE 3902 unit 1, 3, 5, PDF Academic Trainees, and USW casuals.
- Experience entering payroll in HRIS.
- Experience working with and updating websites.
- Experience working with Access databases and preparing reports and queries in Access.
- Experience working with Facilities and Services, as well as infrastructure renovations/maintenance.
- Advanced computer skills including Microsoft Office (e.g. Word, Access, Excel).
- Good written and verbal communication skills.
- Good interpersonal skills, including the ability to interact effectively with faculty, staff and students.
- Good organizational skills including the ability to multi-task.

**Assets (Nonessential)**:

- Knowledge of the Facilities and Services and VoIP service systems is an asset.

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

- Accountable
- Meticulous
- Multi-tasker
- Organized
- Resourceful
- Self-directed

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

**Closing Date**: 08/14/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time Regular daytime schedule with occasional overtime on weekdays
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Becky Lee

**Lived Experience Statement

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