Date Posted: 07/18/2024
Req ID: 37891
Faculty/Division: UofT Mississauga
Department: UTM:Ofc of the Vice-Principal, Research & Innovation
Campus: University of Toronto Mississauga (UTM)

Description:

About Us

U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.

Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.

This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.

Your Opportunity

Under the general direction of the Vice-Principal, Research & Innovation (VPRI) and reporting to the Director, Office of the Vice-Principal Research & Innovation (OVPRI), the incumbent will provide a broad range of highly confidential administrative support to all the VPRI’s matters related to the efficient and effective administrative operation of the Office.

The incumbent must have an excellent understanding of the breadth of responsibilities handled by the VPRI. They must develop and maintain an understanding of their priorities, as well as a thorough understanding of the University policies and procedures to ensure the efficient operation of the OVPRI and relevant committees as required. The incumbent must present a professional image in the Office by interacting knowledgeably and courteously with many people, including senior administrators, faculty, staff, students, external partners and community members.

You will contribute to the mission by

• Maintaining strict confidentiality on all issues flowing through the Office. Formatting and typing confidential and sensitive correspondence, reports, and other materials from dictated or handwritten notes drafted by the VPRI or the Director, and occasionally other staff in the OVPRI, in a timely and efficient manner.

• Developing positive relations with internal and external parties as key administrative representative for the OVPRI. Liaising with them on administrative matters, resolving issues arising from daily operations, exercise tact and diplomacy and seek equitable resolution to potentially difficult situations so as to resolve issues before they escalate.

• Independently resolving day-to-day administrative and operational problems affecting the VPRI.

• Strategically managing all aspects of the VPRI’s complex and intensive calendar including: coordinating and scheduling meetings; resolving scheduling conflicts; researching, organizing, and preparing the VPRI’s briefing and meeting materials; and ensuring catering arrangements for meetings and events are in place. documents are regularly updated and suitable for use by other departments within the Faculty.

• Assisting the VPRI with special projects as needed and take responsibility for completing and/or coordinating the activities of the assigned projects including report preparation and monitoring progress.

• Scheduling travel arrangements, including; conferences and hotel room arrangements based on knowledge of travel itinerary requirements for the VPRI and their direct senior reports.

• Maintaining thorough knowledge of University policies and procedures, hierarchy and protocols to ensure events, meetings etc. are prioritized appropriately.

• Attending the events and ceremonies which the VPRI or their designate is leading to ensure that the event is running to plan and to resolve issues that may arise.

• Arranging event follow-up activities including debriefings, drafting thank you letters, distributing photographs, and processing invoices according to University protocol, policies, and procedures.

• Reconciling monthly statements for OVPRI purchasing card, monthly staff cell phone bills, and quarterly photocopier invoices.

• Providing a full range of senior level administrative and secretarial support to a variety of committees including the quarterly Research Council.

• Assisting with the coordination of the activities of various strictly confidential working groups and committees.

What you will bring to the role

• University degree or an equivalent combination of education and experience.

• Minimum of five years’ experience supporting senior executive(s), preferably with significant experience in a post-secondary setting.

• Demonstrated experience managing projects, liaising with senior administrators, responding to and handling matters of a complex, confidential and sensitive nature and working in a fast-paced work environment.

• Must have experience drafting correspondence, preparing briefing packages, applying and working with policies and procedures and organizing and coordinating special events.

• Experience managing complex calendars and resolving calendar conflicts with other senior administrators.

• Experience with basic accounting and financial administration.

• Must demonstrate strong oral and written communications skills, computer competencies, especially with e-mail software, and electronic calendars.

• Demonstrated ability with Microsoft Word, PowerPoint, SharePoint, Teams and Excel, Zoom, and Adobe Acrobat Pro.

• Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts.

• Excellent time-management skills, managing conflicting priorities and deadlines.

• Superior organizational and problem-solving skills.

• Ability to work in a high pressure and fast-paced environment. Meticulous approach to work with strong attention to detail.

• Familiarity with the University of Toronto considered an asset, its relevant structures, policies and procedures, departmental and campus priorities, and their application.

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: 08/18/2024,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
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