Executive & Information Assistant (Pay Band 10) - University of Toronto - Toronto, ON

Executive & Information Assistant (Pay Band 10)

Job Number

:

1600959

Faculty / Division

:

Faculty of Medicine

Department

:

Physical Therapy

Campus

:

St. George (downtown Toronto)

Description

:

Under general supervision, coordinates and executes the administrative functions in support of the efficient and effective operation of the Chair’s Office in the Department of Physical Therapy. The incumbent serves as an information source and the first point of contact and primary liaison between the Chair’s Office and University community, including various internal University departments and external partners. The incumbent provides complete, confidential, senior secretarial and administrative services to the Chair and Department. Responsibilities include: editing and typing complex correspondence; screening calls; answering queries; booking appointments; making travel arrangements; maintaining follow-up files; collecting and organizing background documents, ensuring matters are brought to the attention of the Chair as required; maintaining complex records and confidential information; preparing statistical reports and materials for analyses and departmental use; coordinating, gathering and interpreting information for dissemination to department faculty, administration and other University departments and external partners; assisting with drafting and implementing department policies and administrative procedures; provides administrative support to academic appointments, promotions, tenure, searches, and the various committees; collaborating with the Business Manager to appraise and improve workflow procedures that relate to Chair’s Office and the department. Liaises with various Physical Therapy partners both internal and external to the department, providing accurate and relevant information as requested.

Qualifications

:

(Minimum)

Education:

Three-year Community College diploma or equivalent combination of education and experience. Bachelor’s degree preferred.

Experience:

Minimum three years’ experience in a senior administrative role, providing support to senior administrators in an academic environment. Demonstrated experience supporting senior administrators, including managing complex calendars, scheduling multiple meetings, coordinating travel arrangements and supporting committees. Experience serving as first point of contact, screening all incoming inquiries and correspondence. Experience both interpreting and applying and drafting and implementing policies and procedures. Experience coordinating academic appointments, tenure and promotions processes. Experience compiling information for reports, documents or correspondence through research, data retrieval, compiling and/or tabulating data and organizing and presenting the information in useable and concise format. Demonstrated experience independently writing and editing of a variety of materials for diverse internal and external audiences, including newsletters and annual reports. Experience maintaining websites, managing databases/filing systems and preparing statistical reports. Experience coordinating and planning events. Experience with basic account reconciliation.

Skills:

High level of proficiency with Microsoft Office (Excel, Microsoft Word, Access, PowerPoint); excellent keyboarding skills (70 wpm); experience working with PC’s in a Microsoft Window’s environment; experience updating and maintaining websites; and experience managing calendars; ability to develop and implement databases; ability to analyze reports. Experience with Administrative Management Systems (AMS), including Human Resources Information System (HRIS) preferred. Knowledge of databases and data management systems (e.g., LaserFiche). Ability to work independently, meet deadline, problem solve and prioritize conflicting demands is required.

Other:

Excellent (oral and written) communication and interpersonal skills; Familiarity with research policies and CIHR grant procedures and web-site; experience drafting, editing and preparing a variety of written documents; strong organizational skills; demonstrates accuracy; ability to exercise good judgment, initiative, tact; flexibility; personal commitment to responsiveness; innovative; team player; and demonstrated integrity; ability to multi-task; and ability to work efficiently under pressure and within tight-deadlines; demonstrated ability coordinating/organizing meetings/events.

Travel

:

Limited

Employee Group

:

United Steelworkers (USW)

Appointment Type

:

Budget – Continuing

Schedule

:

Full-time

Pay Scale Group and Hiring Rate

:

USW Pay Band 10 — $57,154 with an annual step progression to a maximum of $73,089. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Percentage of FTE

:

100

Job Field

:

Administration

Job Posting

:

Jul 25, 2016

Job Closing

:

Aug 3, 2016, 10:59:00 PM