Executive Assistant to the Dean

Date Posted: 06/12/2024
Req ID: 37537
Faculty/Division: UofT Mississauga
Department: UTM: Ofc of the Dean
Campus : University of Toronto Mississauga (UTM) : Your Opportunity: Working independently under the general direction of the Assistant Dean, Office of the Vice-Principal Academic & Dean and working closely with the Vice-Principal Academic and Dean, the Executive Assistant to the Dean is responsible for providing professional administrative support on a wide range of high-level confidential administrative and operational matters to the Dean of the University of Toronto Mississauga. The incumbent must develop and maintain an understanding of the Dean’s priorities, activities and commitments involving senior University/ government/ industry officials, as well as a thorough understanding of University policies and procedures to ensure the efficient operation of the Dean’s Office.   Key responsibilities include: 1) Providing a high level of executive administrative support to the Dean and Assistant Dean in areas such as academic matters, advancement matters, administrative matters, and procedural matters, all of which require a thorough knowledge of the Dean’s and Campus priorities as well as a strong understanding of policies and procedures. 2) Accommodating requests to meet with the Dean based on instructions from the Dean, the ability to identify urgent matters of high importance and distinguish issues to be delegated to others in the Office of the Vice-Principal Academic and Dean. 3) Implementing and maintaining highly effective and professional office procedures in a complex, high volume environment. 4) Resolving issues and answering inquiries independently, based on the understanding of the Dean’s portfolio and priorities, redirecting as appropriate based on knowledge of the Dean’s Office and the University of Toronto Mississauga. 5) Ensuring the Dean is informed of pertinent issues through executive briefings on decisions, operational issues, reports, etc. 6) Maintaining positive relations and communicating with a wide variety of internal and external contacts. 7) Independently composing complex and sensitive correspondence on behalf of the Dean 8) Managing the Dean’s Office Operating Budget. You will contribute to the mission by:

• Strategically managing all aspects of the Dean and Assistant Dean’s complex and intensive calendar including:  coordinating and scheduling meetings; resolving scheduling conflicts; researching, organizing, and preparing the Dean’s briefing and meeting materials; and ensuring catering arrangements for meetings and events are in place.
• Providing administrative support to the Dean, including calendar management, preparation and collection of meeting materials, and preparation of reports and correspondence, some of which is confidential.
• Providing support to committee meetings and working groups Chaired by the Dean, Assistant Dean by coordinating schedules and attendance, preparing agendas, identifying deferred matters, assisting with the preparation and circulation of the minutes to provide a written record of key discussion points/action items/deferred matters, following up as appropriate regarding status of assigned action items.
• Identifying information of importance and ensures that relevant information is communicated to the Dean and Assistant Dean; compiling relevant documentation for the Dean or Assistant Dean to review in preparation for meetings
• Maintaining strict confidentiality on all issues flowing through the Office, including human resources, labour relations, strategic planning and business continuity planning
• Assisting the Directors to manage and lead the operations of the Dean’s Office in ensuring the needs of the Dean’s Office are met in an efficient and effective manner
• Developing and implementing advanced business processes and tracking systems (electronic and hard copy) to increase efficiency of the Office and support the administrative requirements of the Dean Office
• Planning and organizing internal events for the Deans Office, including developing event plans and critical paths for events, in consultation with the Dean and Assistant Dean
• Reconciling the office expense accounts on a monthly basis for review by the Assistant Dean
• Reviewing invoices for payment, and preparing expense reimbursements for the Dean, Assistant Dean and their direct reports
• Preparing debit memos for signature, expense reimbursements, and bank deposits and forwards for processing

What you will bring to the role:

• Must have a minimum of five years’ experience supporting senior executive(s) with responsibility for office management, events management and financial resources, preferably in a University setting
• Experience drafting correspondence, preparing briefing packages, applying and working with policies and procedures and organizing and coordinating special events
• Experience in a university setting with knowledge of academic procedures and policies aswellas guidelines and practices
• Ability to multi-task and deal effectively with competing priorities
• Excellent verbal and written communication skills, as well as presentations
• Ability to work well under pressure and maintain confidentiality
• Advanced computer skills in Microsoft Office (Word, Powerpoint, Excep, Outlook), FIS, HRIS
• Demonstrated high level of attention to detail and ability to maintain accuracy under pressure of deadlines

*This is a two year term appointment, secondments are welcomed* This role is 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: 06/20/2024,11:59PM ET
Employee Group: Salaried 
Appointment Type : Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  PM 1 -- Hiring Zone: $73,810 - $86,112 -- Broadband Salary Range: $73,810 - $123,015
Job Category: Administrative / Managerial All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission. As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission. The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities. If you require any accommodations at any point during the application and hiring process, please contact uoft.careers @ utoronto.ca . Job Segment: Administrative Assistant, Event Planning, Strategic Planning, Secretary, Executive Assistant, Administrative, Strategy, Hospitality

In your application, please refer to myScience.org and reference  JobID 2903799 .