Executive Assistant - Toronto, Canada - York University

York University

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Purpose:

The York University Office of the Ombudsperson is a confidential, impartial and independent resource for University Community members (students, faculty and staff) to receive advice and guidance about their university-wide concerns and complaints regarding university policies, procedures and decision-making structures.

The Office may conduct an inquiry of concerns and complaints working with those in authority and providing recommendations with a view to remedying an individual situation or a systemic concern.

Committed to the principles of equity, diversity and inclusion, the Office of the Ombudsperson assists members of the university community to explore and evaluate options, and to determine an appropriate course of action with an aim to resolving concerns and complaints before they escalate.

The office operates with an understanding that the successful resolution of complaints contributes to the development of a supportive and inclusive environment for all students, staff, and faculty across the University.

The office interacts with all levels of university administration including Associate Deans, Program Directors and Deans.

Reporting to the University Ombudsperson, the Executive Assistant and Intake Coordinator, Office of the Ombudsperson is responsible for managing the administrative operations of the office, including scheduling and correspondence, triaging incoming requests for assistance/advice, budgeting and case tracking activities.

The Executive Assistant and Intake Coordinator provides daily support to the Ombudsperson, assisting with scheduling and correspondence with students, staff, faculty and leadership of the University which includes sensitive information and requiring consideration use of initiative, tact, diplomacy, discretion and excellent judgment.

The Executive Assistant will compile statistical information of the concerns/complaints to meet the reporting requirements of the office and assist in the production of annual reports of the office.

Additional responsibilities include the completion of complex administrative duties and providing support for specific projects of the Office.

The Executive Assistant assesses the importance and urgency of issues or problems that arise, addresses issues, or alerts relevant leadership of potential problems or conflicts.

The Executive Assistant maintains a commitment to supporting the equity, diversity and inclusion goals of the Office of the Ombudsperson and the University.

Education:

Post-secondary diploma in a relevant field.

Experience:

Minimum 4 years of related experience providing executive and administrative support as well as office management support within a senior level office environment.

Work experience in a university environment, specifically working with students or support or advisory role or position.
Experience with conflict resolution and problem solving.

Skills:

Knowledge
Knowledge of university's settings and governance structure including policies, regulations and decision-making structures.
Knowledge of general office procedures and practices.
Knowledge of financial administration including reporting, budget analysis, preparation and monitoring.
Knowledge of case management software and administration software.
Knowledge of accounting practices and the ability to perform financial duties. Ability to analyze financial data and generate financial statements, budgets and reports.

Good planning and organizational skills with ability to prioritize workload and meet timelines.
Good problem identification and conflict resolution skills.
Good written and oral communication skills.
Skilled in proofreading, editing, and maintaining attention to detail.
Ability to provide excellent service to the community and deal courteously and effectively with people at all levels.
Demonstrated tact and diplomacy in responding to emotional or demanding individuals.
Planning/Organization. plans, organizes and prioritizes work to meet established deadlines and standards in a fast-paced environment.

Analytical, interpretive and problem solving:
Ability to examine a number of alternative possibilities and arrive at the best solution.
Ability to communicate in French written and verbal is preferred

Additional Notes:

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Compensation:

York's CPM Compensation Framework has a salary grid consisting of 6 or 8 steps (depending on job grade) which is reviewed annually with possible adjustments, and a lump sum Performance Based Recognition Award.

Employees will receive the grid adjustment and depending on performance, eligible permanent employees may move to the next step of the grid and may receive a lump sum Performance Based Recognition Award.

Visit the CPM Compensation page on the HR Website to find out more about York's CPM Compensation Program.

*****York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportun