Date Posted: 07/29/2024
Req ID: 38999
Faculty/Division: Temerty Faculty of Medicine
Department: Office of the Dean
Campus: St. George (Downtown Toronto)
Position Number: 00054908

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity:

As Executive Assistant, you will act as a trusted liaison between our senior leadership team and internal and external partners to support the advancement of the Faculty's priorities. Your superior organizational and anticipatory skills will enable you to proactively support the Vice Dean to ensure an effective and efficient operation of their portfolio. Your discretion, tact and diplomacy in handling the various demands placed on our resilient leaders will make you an indispensable member of our team.

Your responsibilities will include:

• Overseeing day-to-day operational needs of the office
• Maintaining senior leadership calendars, scheduling appointments, coordinating travel arrangements and resolving scheduling conflicts
• Assessing needs and contributing to the planning of goals and initiatives, including tracking business development initiatives, writing and editing reports, and organizing data for presentation
• Coordinating projects and strategic initiatives, including monitoring and reporting on project progress withsenior leadership
• Supporting senior level committees, including agenda preparation, minute taking and following up on actionable items
• Analyzing administrative processes and procedures and recommending changes for improvement

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum five years' of relevant administrative experience supporting senior leaders and the advancement of strategic projects, preferably in a University or hospital environment
• Knowledge of the Temerty Faculty of Medicine and its community partners, including application of its policies and procedures
• Demonstrated experience developing and maintaining effective working relationships with internal and external stakeholders, including individuals in senior University and hospital positions
• Demonstrated experience acting as a first point of contact, screening a high volume of inquiries, managing complex calendars and drafting editing and preparing written material on behalf of multiple senior leaders
• Experience supporting senior committees, including demonstrated proficiency in taking complex minutes independently, with little editing required
• Experience writing and editing reports and organizing and formatting data for presentation
• A strong understanding of culturally sensitive communication and experience dealing with highly sensitive and confidential matters is essential
• Experience planning and coordinating events
• Experience developing new procedures and processes, administrative systems and databases
• Experience dealing with highly sensitive and confidential matters is essential
• Advanced proficiency with MS Office Suite, virtual meeting platforms, survey tools, databases and presentation software, and the ability to troubleshoot
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Must have strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information of a complex nature
• Demonstrated ability to work effectively with diverse groups, understand the value of diversity and inclusion in the workplace and must be an advocate for equity
• Must be an effective problem solver and have exceptional organizational and time management skills, with an ability to work under pressure and balance competing priorities
• Demonstrated ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively and be an effective team member
• Receptive to new ideas and approaches, adapts well to change; demonstrated ability to take initiative to improve processes
• High degree of personal integrity and honesty

To be successful in this role you will be:

• Approachable
• Communicator
• Multi-tasker
• Tactful
• Team player

Closing Date: 08/12/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $75,223. with an annual step progression to a maximum of $96,196. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dinuka Perera

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.