Administrative & Program Assistant - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:11/03/2023

Req ID: 34807

Faculty/Division:
Faculty of Arts & Science

Department:
Women and Gender Studies Institute

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world.

The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty.

The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration.

At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Women & Gender Studies Institute is distinctive for transnational feminist studies which critically addresses how national borders, colonialisms, labour and migration impact life, knowledge and politics.

We offer our students the opportunity to expand their education beyond the classroom with experience in community-engaged research projects and organizations.

We are dedicated to exploring the entangled work of gender, race and sexuality in identities, relations, practices, theories and institutions.

Our award-winning faculty is the key to our institute's success, challenging our students in an exciting and meaningful context.

Your opportunity:

Reporting to the Director and working closely with the Business Officer, Women and Gender Studies Institute (WGSI), the Administrative & Program Assistant provides front-line administrative and program support to the WGSI.

In addition, the incumbent provides support to the academic graduate and undergraduate programs, including but not limited to, providing detailed explanations about programs; disseminating program information; updating and maintaining student information systems; providing administrative program support to admissions, timetabling, awards, course evaluations, student communications, updating and maintaining databases, and other activities.

Your responsibilities will include:

Acting as the first point of contact for general enquiries
Providing detailed information to students on program and/or course requirements
Handling sensitive and/or confidential information
Coordinating meeting schedules, agendas, materials, action and followup items
Writing routine documents and correspondence
Collecting documentation required to carry out recruitment, tenure and review processes from senior leadership
Updating and maintaining database records
Determining logístical details and activities for events and/or programming

Essential Qualifications:

Advanced College Diploma (3 years) or equivalent combination of acceptable education and recent and relevant experience.
Minimum three years recent and related administrative experience in a frontline position working in a busy office environment, preferably supporting an academic University department.
Demonstrated experience providing frontline customer service and appropriately addressing and referring inquiries in timely manner.
Experience interacting with and providing detailed program, policy, and procedural information to current and prospective students and faculty.
Experience providing administrative support to a department, including booking rooms, ordering catering, managing supplies and equipment, managing incoming/outgoing mail, making travel arrangements, submitting service orders, maintaining databases, taking and distributing meeting minutes, working with vendors, preparing expense reimbursements.
Experience providing academic program support, such as disseminating information, inputting and updating course and timetable information across various platforms, and supporting processes for grades, course evaluations, awards, enrollment, etc.
Experience supporting logistics for events, meetings, and programming, including setup and teardown.
Experience supporting academic search and review processes.
Experience drafting, editing, verifying content, and formatting for correspondence, with ability to consolidate, organize, and summarize information.
Experience maintaining student and program records and files.
Experience developing and maintaining databases, gathering information and data, creating reports, and identifying and resolving discrepancies.
Understanding and commitment to feminist, antiracist and queer positive principles.
Intermediate skills with MS Office (Word, Excel, Outlook).
Ability to understand, interpret and applyprocedures and guidelines; coordinate information and arrangements with minimum oversight.