Receptionist and Administrative Assistant

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:01/20/2023
**Req ID**: 29375
**Faculty/Division**: Faculty of Applied Science & Engineering
**Department**: Institute of Biomedical Engineering
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00045332

**About us**:
The Translational Biology and Engineering Program (TBEP) is the U of T component of the Ted Rogers Centre for Heart Research. With a roster of multidisciplinary investigators, TBEP drives research at the interface of engineering and medicine with a mission of understanding the complex genetic, molecular, and cellular mechanisms that underpin heart failure and regeneration. With the creation of advanced experimental model systems, novel biomaterials, and cutting-edge analytics (e.g. proteomics and imaging), TBEP uncovers the most promising strategies to diagnose, prevent and treat heart failure and repair and regenerate heart tissue. TBEP is a consortium of labs, each with its own principal investigator, research staff and students.

**Your opportunity**:
Our leadership team provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork. We believe in recognizing and valuing our employee’s contributions to the advancement of the department’s goals while promoting a strong commitment to work-life balance among our employees.

**Your responsibilities will include**:

- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Scheduling appointments, booking rooms and arranging appropriate accommodations
- Liaising with contacts to ensure consistent administration procedures are followed
- Maintaining filing system and updating and maintaining records
- Writing routine documents and correspondence and verifying the accuracy and completeness of documents
- Acting as the first point of contact for general inquiries and for property and facilities issues
- Determining logístical details and activities for events and/or programming
- Making minor purchases and collaborating on cost estimates

**Essential Qualifications**:

- College Diploma (2 years) or acceptable combination of equivalent experience.
- Minimum two (2) years of relevant clerical, administrative and reception experience in a front-line position working in a busy office environment, working with databases, data entry and word processing.
- Experience scheduling and coordinating meetings and booking rooms
- Demonstrated experience organizing administrative and logístical aspects of online and in-person meetings, including drafting agendas, gathering and sharing meeting material and taking minutes
- Experience with event logistics support, including room bookings and catering arrangements
- Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment.
- Strong written and verbal communication skills
- Strong service-orientation and excellent front-line customer service skills
- Excellent organization and time management skills and demonstrated ability to meet competing deadlines
- Proven ability to prioritize own work flow, and demonstrated ability to coordinate efficient administrative processes
- High degree of initiative, meticulous attention to detail and ability to work independently
- Willingness to learn new methods, procedures, and programs
- Demonstrated professionalism and tact, and the ability to remain calm and solutions-oriented in challenging circumstances
- Strong computer skills, including knowledge of MS Office
- Ability to use general office equipment

**Assets (Nonessential)**:

- Familiar with laboratory facilities and operations

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

- Adaptable
- Articulate
- Meticulous
- Multi-tasker
- Organized
- Responsible

Work Location: This role is not 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**: 01/30/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

**Lived Experience Statement

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