Date Posted: 02/06/2025
Req ID: 41581
Faculty/Division: Faculty of Arts & Science
Department: Centre for Entrepreneurship
Campus: St. George (Downtown Toronto)
Position Number: 00056164

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 reflect 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.

In the Faculty of Arts & Science, the Centre for Entrepreneurship is the hub for innovation and entrepreneurship-related academic courses, co-curricular programs, and venture incubation and acceleration. Located in its new dedicated space in the Schwarz Reisman Innovation Campus West Building, The Centre works collaboratively with academic departments, college programs, centres, institutes and schools to serve undergraduate students, graduate students, faculty and alumni. It is built on six pillars of activity: research, academic courses, co-curricular programming, new venture creation, venture growth and scaling, and community engagement. A core component of its mandate is to build an entrepreneurial culture throughout Arts & Science by incorporating a central theme of instilling an entrepreneurial mindset and bias toward action.

Your opportunity:

The Front Desk & Administrative Coordinator will serve in a front line capacity, providing a wide range of administrative support to the Centre for Entrepreneurship. The incumbent will be entrusted with a variety of administrative and program tasks that require a great deal of tact, attention to detail and adaptability within an unpredictable, fast paced environment. Your demonstrated commitment to quality customer service and solid organizational and interpersonal skills will be key to ensuring the effective operation of the department.

The Centre for Entrepreneurship offers co-working space, prototyping labs and bookable meeting rooms. The Front Desk & Administrative Coordinator will be responsible for acting as the first point of contact for general enquiries, coordinating booking requests, organizing space requirements, and processing membership applications, and space tours of the Centre. The incumbent will work closely with the operations team to provide administrative support with documenting processes and procedures, taking minutes, and organizing shared information spaces. The incumbent will also support the Business Officer as needed with administrative support for the Centre, including departmental operations, space management, event support, supply orders, and finance.

The Front Desk & Administrative Coordinator will utilize excellent customer service skills to foster positive relationships with internal and external stakeholders while supporting the wider team with special projects and program-related administration to achieve the Centre’s vision and goals.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Booking rooms and arranging appropriate accommodations; booking audio-visual and/or computer equipment
• Collating and organizing materials
• Generating reports
• Maintaining filing system
• Coordinating course schedules
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration or acceptable combination of equivalent experience.
• A minimum of three years of direct experience in customer service, operations support, and space management, with a proven track record of excellence in these areas.
• Recent and relevant experience in coordinating daily operations, managing space allocations, overseeing logistics, and delivering facilities services is mandatory.
• Demonstrated experience providing front-line support to students, faculty, and alumni, addressing their inquiries, resolving issues, and ensuring a positive service experience.
• Proven ability to create clear and comprehensive operational documentation, including user support guides, procedures, and instructional materials.
• Previous customer service experience is required, with a strong commitment to client service, demonstrated ability to interact professionally with diverse populations, and an awareness of equity, diversity, and inclusion principles. Superior oral and written communication skills are required.
• Ability to communicate University and Centre for Entrepreneurship practices and procedures clearly and effectively.
• High degree of accuracy and attention to detail is essential along with strong numeracy, problem-solving and analytical skills.
• Demonstrated ability to exercise tact, professionalism, good judgement and diplomacy when dealing with internal and external stakeholders.
• Familiarity and understanding of common audiovisual equipment systems and access control and room booking software.
• Demonstrated experience in developing and executing performance improvement strategies, implementing solutions, and documenting processes required.
• Proven ability to work independently as well as part of a larger team in a fast-paced, service-oriented environment.
• Proven ability to coordinate a variety of projects, deadlines and schedules simultaneously.
• Excellent organizational and time management skills with an ability to assume responsibility, be proactive and work on own initiative.
• Experience in handling sensitive and confidential information.
• Demonstrated advanced-level skills in Microsoft Office Suite, in particular Excel skills and reporting, as well as maintaining a database.
• Proven attention to detail and accuracy.
• Practical knowledge of accounting principles and practices is required.

Assets (Nonessential):

• Related experience in a University environment preferred including experience in applying and interpreting financial and procurement policies and procedures.

To be successful in this role you will be:

• Accountable
• Adaptable
• Meticulous
• Organized
• Resourceful
• Self-directed

NOTES:

• This is a one year term role with the possibility of renewal.
• This role is 100% onsite, candidates must be available to work in person 5 days per week. This role is not 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: 02/18/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services
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.