Executive Assistant to The Dean

3 weeks ago

Mississauga, Canada University of Toronto Full time

**Date Posted**:06/12/2024
**Req ID**:37537
**Faculty/Division**: UofT Mississauga
**Department**: UTM: Ofc of the Dean
**Campus**: University of Toronto Mississauga (UTM)

**Description**:
**Your Opportunity**:
Working independently under the general direction of the Assistant Dean, Office of the Vice-Principal Academic & Dean and working closely with the Vice-Principal Academic and Dean, the Executive Assistant to the Dean is responsible for providing professional administrative support on a wide range of high-level confidential administrative and operational matters to the Dean of the University of Toronto Mississauga. The incumbent must develop and maintain an understanding of the Dean’s priorities, activities and commitments involving senior University/government/industry officials, as well as a thorough understanding of University policies and procedures to ensure the efficient operation of the Dean’s Office.

Key responsibilities include: 1) Providing a high level of executive administrative support to the Dean and Assistant Dean in areas such as academic matters, advancement matters, administrative matters, and procedural matters, all of which require a thorough knowledge of the Dean’s and Campus priorities as well as a strong understanding of policies and procedures. 2) Accommodating requests to meet with the Dean based on instructions from the Dean, the ability to identify urgent matters of high importance and distinguish issues to be delegated to others in the Office of the Vice-Principal Academic and Dean. 3) Implementing and maintaining highly effective and professional office procedures in a complex, high volume environment. 4) Resolving issues and answering inquiries independently, based on the understanding of the Dean’s portfolio and priorities, redirecting as appropriate based on knowledge of the Dean’s Office and the University of Toronto Mississauga. 5) Ensuring the Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. 6) Maintaining positive relations and communicating with a wide variety of internal and external contacts. 7) Independently composing complex and sensitive correspondence on behalf of the Dean 8) Managing the Dean’s Office Operating Budget.

**You will contribute to the mission by**:

- Strategically managing all aspects of the Dean and Assistant Dean’s complex and intensive calendar including: coordinating and scheduling meetings; resolving scheduling conflicts; researching, organizing, and preparing the Dean’s briefing and meeting materials; and ensuring catering arrangements for meetings and events are in place.
- Providing administrative support to the Dean, including calendar management, preparation and collection of meeting materials, and preparation of reports and correspondence, some of which is confidential.
- Providing support to committee meetings and working groups Chaired by the Dean, Assistant Dean by coordinating schedules and attendance, preparing agendas, identifying deferred matters, assisting with the preparation and circulation of the minutes to provide a written record of key discussion points/action items/deferred matters, following up as appropriate regarding status of assigned action items.
- Identifying information of importance and ensures that relevant information is communicated to the Dean and Assistant Dean; compiling relevant documentation for the Dean or Assistant Dean to review in preparation for meetings
- Maintaining strict confidentiality on all issues flowing through the Office, including human resources, labour relations, strategic planning and business continuity planning
- Assisting the Directors to manage and lead the operations of the Dean’s Office in ensuring the needs of the Dean’s Office are met in an efficient and effective manner
- Developing and implementing advanced business processes and tracking systems (electronic and hard copy) to increase efficiency of the Office and support the administrative requirements of the Dean Office
- Planning and organizing internal events for the Deans Office, including developing event plans and critical paths for events, in consultation with the Dean and Assistant Dean
- Reconciling the office expense accounts on a monthly basis for review by the Assistant Dean
- Reviewing invoices for payment, and preparing expense reimbursements for the Dean, Assistant Dean and their direct reports
- Preparing debit memos for signature, expense reimbursements, and bank deposits and forwards for processing

**What you will bring to the role**:

- Must have a minimum of five years’ experience supporting senior executive(s) with responsibility for office management, events management and financial resources, preferably in a University setting
- Experience in a university setting with knowledge of academic procedures and policies aswellas guidelines and practices
- Ability to multi-task and deal effectively with competing priorit

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