Administrative Assistant - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:07/31/2023

Req ID: 33187

Faculty/Division:
Faculty of Arts & Science

Department:
Data Sciences Institute

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

Founded in 1827, the University of Toronto has evolved into Canada's leading institution of learning, discovery and knowledge creation. We are proud to be one of the world's top research-intensive universities, driven to invent and innovate.

U of T is home to some of the world's most talented thinkers, inventors, innovators, and educators, who are advancing knowledge and making critical discoveries for a healthier, more sustainable, prosperous, and secure future.

The Data Sciences Institute (DSI) is a specialized research initiative at the University that draws on world-class research expertise across multiple academic divisions, affiliated hospitals, regional, national, and international academic partners, and commercial organizations.

The mission of the DSI is to provide the leadership and capacity to catalyze the transformative nature of data sciences across disciplines, in fair and ethical ways, leveraging and strengthening U of T's pre-eminence in data sciences to solve society's complex and pressing problems.

The Institute draws upon these strengths to support social change by linking data resources to investigate the impact of data-driven approaches on inequity, aswell as combat misinformation and foster trust in data-informed research by driving reproducible and reliable research.

DSI promotes the flow of methodological advancements such as data management, computing, data integration, novel statistical methodology, visualization methods and will facilitate the training of new generations of interdisciplinary trainees.

DSI aims to unify and galvanize the core strengths of Toronto's data science community building capacity for data and computational-based projects and training by being the focal point for the coordination of data science activities and partnerships to further elevate UofT's global stature.

Your opportunity:

Reporting to the Director, DSI Operations & Strategy, the incumbent is responsible for fostering cooperative working relationships with a wide variety of internal and external contacts, supporting the execution and determining logístical details for events and programming, writing routine documents and correspondence, making minor purchases, and responding to routine enquiries.

Your responsibilities will include:

Fostering cooperative working relationships with a wide variety of internal and external contacts
Booking rooms and arranging appropriate accommodations; booking audiovisual and/or computer equipment
Responding to enquiries and resolving issues within the scope of the role and escalating problems as required
Scheduling appointments; Coordinating meeting schedules, agendas, materials, action and followup items
Determining logístical details and activities for events and/or programming; resolving issues that may occur during events and escalating problems as required
Maintaining event calendar
Writing routine documents and correspondence; updating and maintaining records; handling sensitive and/or confidential information
Making minor purchases; preparing expense reimbursements

Essential Qualifications:

College Diploma (2 years) or acceptable combination of equivalent experience.
Minimum two years of recent and related frontline customer service experience, preferably providing admin support in a postsecondary environment
Experience providing routine answers to a wide variety of stakeholders
Experience determining logistics for events and programming; including room bookings, setup, and catering arrangements
Experience coordinating appointments, agendas and meeting materials
Expereince preparing expense reimbursements
Superior customer service skills with the ability to work with stakeholders at all levels
Excellent communication skills (written and verbal)
Strong computer skills, advanced knowledge of MS Office (Word, Excel and Outlook, Teams, PowerPoint, SharePoint); proficiency with Adobe Acrobat
Strong attention to detail and ability to work with frequent interruptions

To be successful in this role you will be:

Accountable
Communicator
Diplomatic
Multitasker
Organized
Problem solver
Team player

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: 08/11/2023, 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