Job Description
Date Posted: 07/17/2023
Req ID: 32786
Faculty/Division: Faculty of Arts & Science
Department: ARTSC: Ofc of the Dean
Campus: St. George (Downtown Toronto)
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 reflects 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 Advancement team generates private-sector revenue to support the Faculty and its academic priorities. Through a range of programs and special initiatives, we raise awareness among current and prospective donors and volunteers regarding the importance of investing in the Faculty. Our office engages in cultivating and sustaining strong relationships with all stakeholders, including our accomplished alumni who are located in more than 190 countries.
Your Opportunity:
Under general guidance of the Executive Director FAS Advancement & Assistant Vice-President, College Relations and working closely with the Director of Operations, the incumbent provides comprehensive administrative support to the Executive Director, Advancement & Assistant Vice-President, College Relations (ED&AVP-CR) in all matters relating to the smooth running of the AVP’s immediate office. The incumbent also maintains excellent relationships with the senior members of other executive offices within the University, including all constituencies.
The incumbent provides executive administration related to the ED&AVP-CR's responsibilities, provides administrative support to the Office of Advancement, assists with communication, relationship management and provides project support. Duties include: maintaining a comprehensive calendar for the ED&AVP-CR; coordinating complex meeting requests with senior members of the Colleges, Divisional Relations and broader Division of University’s Advancement (DUA) and other University offices; preparing background material; drafting complex communication materials/correspondence; serving as the first point of contact for donors, senior volunteers and senior administrative officers; develops and drafts meeting schedules, agendas, meeting packages, minutes and correspondence directed to both internal and external stakeholders. In addition, the incumbent serves as the first point of contact and is a key administrative representative for the Office of Advancement; triages both internal and external requests; and maintains positive relations with internal and external stakeholders. The incumbent serves as a liaison with various senior level administrators on a variety of highly confidential issues and works in collaboration with various colleagues in accomplishing duties.
The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, resourcefulness, and absolute confidentiality. The incumbent must present a professional image of the Office and the University by interacting knowledgeably and courteously with many people including donors, volunteers, senior administrators, faculty, staff, students, and community members. The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.
Required Qualifications:
EDUCATION:
University degree or acceptable equivalent combination of education and experience.
EXPERIENCE:
Minimum five (5) years’ experience in progressively responsible senior administrative roles.
Experience working in an academic environment and/or with fund-raising environment preferred. Intensive experience using scheduling software.
Experience working with technical information as an asset.
Proven success in providing superior service and support in a busy and demanding environment.
Knowledge of the University structure and senior administration an asset.
SKILLS:
Superior word processing skills using Microsoft Word; 65 wpm typing; advanced working knowledge of Microsoft Word, Excel, and PowerPoint.
Experience with computerized scheduling software, email, and internet.
OTHER:
Exceptional knowledge of University policies and procedures, and decision-making processes.
Superior oral and written communication, interpersonal, analytical, decision-making, organizational, and problem-solving skills.
Demonstrated ability to draft clear and concise correspondence.
Strong customer-service orientation.
Demonstrated initiative, accuracy, leadership, and meticulous attention to detail.
Demonstrated judgment, tact, discretion, and ability to handle complex matters of a sensitive and confidential nature.
Ability to organize a heavy and fluctuating workload in a changing environment.
Ability to work under pressure and to meet deadlines.
Ability to assimilate and interpret significant amounts of information.
Ability to work effectively and professionally, both independently and within a team environment
Closing Date: 07/26/2023, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 - Hiring Zone: $67,716 - $79,002 - Broadband Salary Range: $67,716 - $112,858
Job Category: Administrative / Managerial
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