Research Group Administrative Assistant

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/19/2024
**Req ID**: 36583
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Chemistry
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00044166

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the world's most comprehensive and diverse academic divisions. 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 faculty's diversity of opportunities and perspectives reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our innovation and discovery legacy that has changed how we think about the world.

**Your opportunity**:
Established in 1859, the University of Toronto’s Department of Chemistry is one of Canada's leading and recognized institutions. We take pride in our teaching excellence, advanced research facilities, and the development of distinguished scientists in the past and future. Our department has various services, including chemical stores, an NMR lab, an X-Ray analysis lab, and a Mass Spectrometry lab. These resources, combined with our ambition and excitement, create an ideal place to work, research, and make an impact in scientific education.

This is a 2-year grant based term position with the possibility of renewal.

**Your responsibilities will include**:

- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Resolving issues within the scope of the role and escalating problems as required
- Handling sensitive and/or confidential information
- Creating and updating records
- Maintaining information on digital platforms
- Handling fees and/or fines on a regular basis

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent education and experience.
- Five (5) years of recent and relevant experience as an executive assistant for a major research project, providing high-level research and administrative support to a Principal Investigator in a fast-paced academic environment.
- Experience managing a very busy schedule/calendar, including making travel and hotel arrangements.
- Experience preparing correspondence to stakeholders on behalf of a PI/executive.
- Experience with taking minutes.
- Experience with developing and maintaining timelines for ongoing projects.
- Experience collaborating on cost estimates.
- Excellent written and oral communication skills including proven editing skills.
- Excellent interpersonal and customer skills.
- Advanced computer skills in MS Office (e.g., Word, Outlook Calendar, Excel, and PowerPoint), Adobe Acrobat and internet.
- Excellent skills in understanding and interpreting procedures, policies and guidelines.
- Demonstrated use of organizational skills to maintain and develop administrative record-keeping systems
- Demonstrated ability to exercise a high degree of initiative and judgment dealing with a variety of responsibilities in a high-volume environment with multiple deadlines and competing priorities
- Strong organization and time management skills in order to coordinate a manager’s schedule and ability to maintain in-depth awareness of a broad range of issues and priorities
- Accomplished ability to multitask and demonstrated ability to meet multiple deadlines without compromising quality.

**Assets (Nonessential)**:

- Diploma in sciences-related field preferred.

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

- Courteous
- Intuitive
- Meticulous
- Multi-tasker
- Resourceful

**Closing Date**: 03/27/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Grant - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Ann Yang

**Lived Experience Statement

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