Executive Assistant and Business Services - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:11/23/2023

Req ID: 35089

Faculty/Division:
VP - Research

Department:
Research Oversight & Compliance Office

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

Your opportunity:

The Executive Assistant and Business Services Coordinator supports the overall VPRI mandate to provide a high level of professional service to the University's research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations.

The incumbent reports and acts as executive assistant to the Associate Vice-President, Research Oversight & Compliance at the Research Oversight & Compliance Office (ROCO) and provides a range of supports and services to help ensure the smooth and effective operation of the office and its units.

The incumbent also reports to and receives technical direction from the VPRI Manager, Budget & Operations on portfolio operationsactivities, and works in close cooperation with counterparts in other VPRI units to ensure a common level of support and consistent standards across the VPRI.

Your responsibilities will include:

Relaying and/or gathering information from senior leadership; keeping wellinformed on leadership commitments and priorities
Coordinating meeting schedules, agendas, materials, action and followup items
Writing routine documents and correspondence
Processing accounts payable & accounts receivable according to the University Guide to Financial Management.
Identifying and recommending space, furniture and equipment needs for the office; maintaining equipment and supply inventory.
Monitoring department budget to ensure expenditures remain within budgeted allocations
Processing payroll; maintaining attendance records and vacation records
Identifying and analyzing data discrepancies and taking necessary actions tocorrect errors

Essential Qualifications:

Bachelor's Degree or equivalent combination of experience and education
Minimum three (3) years' relevant administrative, financial and payroll administration experience
Experience coordinating an executive schedule/calendar in a busy work environment
Experience monitoring and reconciling financial accounts
Experience analyzing financial information and assisting with budgets and financial reports
Demonstrated numerical accounting, financial and analytical skills
Superior interpersonal skills and customer service orientation, demonstrated tact, discretion and ability to handle matters of a sensitive and confidential nature.
Superior oral and written communication, demonstrated ability to draft clear and concise correspondence.
Strong problemsolving skills and the ability to balance competing priorities while meeting deadlines.
Excellent time management and organizational skills, ability to exercise sound judgement.
Ability to communicate professionally and diplomatically with contacts internal and external to the University at all levels
Advanced knowledge of the Administrative Management Systems (AMS), including Financial Information System (FIS), and Human Resources Information System (HRIS) or equivalent system
Strong computer skills including with MS Office (Word, Excel, Outlook, Teams)

Assets (Nonessential):

Knowledge of the University's organization, relevant policies and practices, including the University's Guide to Financial Management.

To be successful in this role you will be:

Diplomatic
Meticulous
Organized
Proactive
Problem solver

Closing Date: 12/01/2023, 11:59PM ET

Employee Group:

USW

Appointment Type:
Budget - Continuing

Schedule:
Full-Time

Pay Scale Group & Hiring Zone:

Job Category:
Administrative / Managerial

Recruiter:
Anita Chooraman

**Lived Experience Statement