Administrative Coordinator, Academic

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:02/01/2024
**Req ID**: 35844
**Faculty/Division**: Faculty of Information
**Department**: Faculty of Information
**Campus**: St. George (Downtown Toronto)

**Description**:
**About us**:
The Faculty of Information at the University of Toronto is a research-led Faculty, educating the next generation of leaders in information scholarship and the information professions, both established and emerging. Our researchers and graduates are recognized for their innovation, experimentation, human-centred perspectives and commitment to community.

The Faculty currently offers two Master’s degree programs, namely, a Master of Museum Studies (MMSt),and a Master of Information (MI), as well as a Combined MI/MMSt Degree Program (CDP). The Faculty also offers a PhD program and in 2019 it introduced a Bachelor of Information (BI) program.

The Faculty of Information is consistently ranked in the top five Library and Information Management graduate programs by the QS world university rankings. The QS rankings include both Master’s and PhD level programs.

More background about the Faculty can be found on its website (ischool.utoronto.ca).

**Your opportunity**:
The Administrative Coordinator, Academic will work collaboratively with Dean’s Office colleagues and is responsible for coordinating administrative aspects of the faculty appointments and promotions processes. Using an understanding of the Dean’s priorities, the incumbent will serve as the primary administrator for academic processes such as coordinating searches and the recruitment of new faculty; appointments including maintaining GFM appointments for the faculty; third-year reviews; tenure; promotions and reviews of faculty in Sessional Lecturer positions. Your exceptional organizational skills and ability to function in a fast-paced work environment will ensure the academic promotions processes are tracked and carry on in accordance with the applicable policies, procedures and guidelines.

**Your responsibilities will include**:

- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Handling sensitive and/or confidential information
- Assessing and revising processes that support administrative activities and objectives
- Liaising with contacts to ensure consistent administration procedures are followed
- Determining logístical details and activities for events and/or programming

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum five years recent administrative/executive assistance experience in a busy academic or professional work environment, preferably within a University setting.
- Experience providing administrative support with academic searches, tenures, promotions, leaves, and three-year reviews or other related processes.
- Experience providing senior level administrative support including administering a busy calendar, preparing and monitoring cyclical schedules with upcoming events and deadlines, making travel and hotel arrangements and ensuring the administrative processes of a busy work environment functions efficiently.
- Experience assessing and revising processes that support administrative activities and objectives.
- Excellent oral and written communication skills with experience working with committees, taking minutes and preparing written documents from minutes and/or notes.
- Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of complex and sensitive nature.
- Demonstrated attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities.
- Advanced proficiency with Microsoft Office including Word, Excel, and Outlook. Thorough knowledge and proficiency with one drive and SharePoint.
- Excellent interpersonal skills and a strong team player.
- Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality.
- Excellent problem solving and analytical skills with the ability to assess urgency and prioritize tasks.

**Assets (Nonessential)**:

- Experience working with CUPE 3902 unit 3 collective agreement and/ or other related collective agreements.
- Proficiency with and knowledge of SuccessFactors (SF), Human Resources Information System (HRIS) or similar systems.

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

- Adaptable
- Approachable
- Communicator
- Organized
- Proactive
- Problem solver
- Team player

**Closing Date**: 02/09/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial

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

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