Executive Assistant to The Chair - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:08/18/2023

Req ID:33552

Faculty/Division:

OISE

Department:
Dept. of Appld Psychology & Human Devt.

Campus:
St. George (Downtown Toronto)

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research.

As one of the largest and most research-intensive faculties of education in North America,
OISE is an integral part of the University of Toronto - Canada's most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy.

A unique place to work, learn and grow,
OISE addresses current and emerging challenges with the scale, academic excellence and collaborativeenergy that few institutions in the world can claim.

The Department of Applied Psychology & Human Development (APHD) is a research-intensive Department, boasting some of the finest, internationally-known scholars in their fields who teach in ourfive graduate programs: Child Study and Education (Teacher Education program); Counselling and Clinical Psychology; Counselling Psychology; Developmental Psychology and Education; School and Clinical Child Psychology.

Our programs focus on basic and applied research pertaining to children, adolescents and adults.

Your opportunity:

Executive Assistant to the Chair is a key member of the administrative team, supporting the academic administration of the department.

Under the general direction of the Chair, Associate Chair, and Manager, Academic Operations and Administrative Services, the incumbent is responsible for providing advanced administrative and secretarial support services.

The incumbent is responsible for coordinating all administrative activities associated with academic processes such as coordinating searches and the recruitment of new faculty; appointments including maintaining GFM appointments for the department; third-year reviews; tenure; promotions; appointments and reviews of faculty in Lecturer and part-time streams, and sessional hiring.

Using an understanding of the Chair's priorities, the Executive Assistant to the Chair will manage the complex calendar of the Chair and will prepare background material and collect information for the Chair as required; use judgment in deciding which enquiries, requests and problems to handle on own initiative and which to refer to or discuss with the Chair; develop and maintain a complex confidential filing system.

The incumbent will also provide administrative support to committees as required which includes scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action item

Your responsibilities will include:

Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors
Keeping wellinformed on policies, rules, regulations and guidelines related to the academic life cycle
Liaising with senior leaders to coordinate and administer changes to faculty employment status
Liaising with contacts to ensure consistent administration procedures are followed
Coordinating meeting schedules, agendas, materials, action and followup items
Assessing and revising processes that support administrative activities and objectives
Coordinating meeting schedules, agendas, materials, action and followup items
Responding to enquiries within the defined scope of the role and redirecting as appropriate
Writing routine documents and correspondence
Relaying and/or gathering information from senior leadership
Handling sensitive and/or confidential information

Essential Qualifications:

Advanced College Diploma (3 years) and/or acceptable combination of equivalent experience.
Minimum five years recent and related senior administrative/executive assistance experience in a busy academic or professional work environment, preferably within a University setting.
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 working with committees, taking minutes and preparing written documents from minutes and/or notes.
Experience providing academic support with academic searches, tenures, promotions, leaves, and threeyear reviews or other related processes.
Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of complex and sensitive nature.
Experience in organizing the logistics of meetings and special events.
Experience maintaining rec