Administrative Coordinator - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:04/18/2023

Req ID: 30817

Faculty/Division:
UofT Scarborough

Department:

UTSC:
Dept-Biological Sciences

Campus:
University of Toronto Scarborough (UTSC)

Position Number:

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe.

Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities.

The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The department of Biological Sciences at the University of Toronto Scarborough (UTSC) pursues detailed knowledge of the natural world, effective management of natural resources, novel technologies and medical techniques.

The department of Biological Sciences is comprised of faculty who are innovative researchers and engaging teachers that make important contributions to society.

The Department fosters research and teaching partnerships, along with Co-op programs to create exciting opportunities for hands-on learning and outstanding scholarship at the vibrant, diverse and expanding campus that is UTSC.

Your opportunity:

Working under the general direction of the Chair, the Administrative Coordinator manages the administrative support services for the Department of Biological Sciences as they relate to teaching and research.

The incumbent assists and provides advice to the Chair with planning and administration of the Department, resolves problems for academic and support staff and liaises for Biological Sciences with all other administrative areas such as Registrar's Office, Facilities Management and Human Resources.

Duties include:

preparing the annual Academic Calendar and Timetable, managing the Teaching Assistant process including preparation of budget forecasts; managing the human resources administration for the department's complement; planning the operation and management of the technical and administrative support areas including Greenhouse, Centre for Neurobiology of Stress facility (CNS) and Wash Sterilization and coordinating the use, maintenance and renovation of departmental space.

The incumbent has an in-depth understanding of all aspects of departmental administration and is often consulted on a wide variety of matters.

This position must have the ability to deal in a responsive, highly professional manner with students, staff, faculty as well as external contacts.

The incumbent has attention to detail and the ability to maintain a high degree of accuracy under conditions of frequent interruptions and multiple demands.

Your responsibilities will include:

Overseeing daytoday operational needs of the unit
Developing and maintaining procedures for the use of space and equipment
Analyzing administrative and information requirements
Coordinating meeting schedules, agendas, materials, action and followup items
Maintaining attendance records
Generating standard financial reports
Directing the activities of a group of staffappointed employees all performing a similar function
Planning and implementing workflow for a group

Essential Qualifications:

Bachelor's Degree or acceptable combination of equivalent experience.
Minimum five (5) years of related administrative experience in an academic office environment providing academic department support.
Demonstrated ability to coordinate efficient administrative processes such as curriculum, academic timetabling and the TA hiring process.
Solid experience interpreting policies/procedures and collective agreements.
Must have strong customer service orientation and effective interpersonal skills.
Excellent written and oral communication skills.
Ability to work under time constraints and work load pressures while maintaining tact and professionalism when dealing with faculty, staff, students and the general public.
Ability to exercise sound judgment and initiative in following established guidelines and procedures.
Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential):

Experience supervising unionized staff and strong leadership skills.
Experience administering the CUPE 3902 Collective Agreement an asset.
Experience with the University's Student Information System (ROSI & ROSI Express), the Human Recourses Information System, (HRIS), the Curriculum Management System (CMS) and AMS an asset.

To be successful in this role you will be: