EA and Academic Administrator

Date Posted: 10/08/2024

Req ID:40072

Faculty/Division: Ontario Institute for Studies in Education

Department: Dept. of Appld Psychology & Human Devt.

Campus: St. George (Downtown Toronto)

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto – Canada’s most dynamic and comprehensive institution of higher learning.

The Department of Applied Psychology & Human Development (APHD) is a academic Department within OISE, boasting some of the finest, internationally-known scholars in their fields who teach in our five graduate programs: Child Study and Education (Teacher Education program); Counselling and Clinical Psychology; Counselling Psychology; Developmental Psychology and Education; School and Clinical Child Psychology. Our programs focus on basic and applied research pertaining to children, adolescents and adults.

Your opportunity:

The EA and Academic Administrator is a key member of the administrative team, supporting the academic administration of the department. Under the general direction of the Chair, Associate Chair, and Manager, the incumbent is responsible for providing advanced administrative services within a fast-paced academic environment. The incumbent is responsible for coordinating all administrative activities associated with academic processes such as coordinating faculty recruitment, reviews, tenure, and promotion; maintaining graduate appointments for the department; managing appointments, reviews and contracts of faculty in limited-term or part-time streams, and assisting with sessional hiring.

Working with the Chair and Department leadership team, the EA and Academic Administrator will manage the complex calendar of the Chair, develop and maintain a complex filing system, prepare background material to support the Chair’s activities, and collect information for the Chair as required.

The incumbent will also provide administrative support to committees as required which includes scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action items.

Your responsibilities will include:

• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors
• Applying established standards when administering academic search, tenure and promotion activities
• Keeping well-informed on policies, rules, regulations and guidelines related to the academic life cycle
• Liaising with senior leaders to coordinate and administer changes to faculty employment status
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Assessing, revising and following processes that support academic and administrative activities for the department
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Relaying and/or gathering information from senior leadership

Essential Qualifications:

• Advanced College Diploma (3 years) and/or acceptable combination of equivalent experience.
• Minimum five years recent and related senior administrative/executive assistance experience in a busy academic or professional work environment, preferably within a University setting.
• Experience providing senior level administrative support including administering a busy calendar, preparing and monitoring cyclical schedules with upcoming events and deadlines, making travel and hotel arrangements and ensuring the administrative processes of a busy work environment functions efficiently.
• Experience with recruitment, involving tracking applications, drafting employment letters and creating and updating job postings.
• Experience working with committees, taking minutes and preparing written documents from minutes and/or notes.
• Experience providing academic support with academic searches, tenure reviews, promotions, leaves, and three-year reviews or other related processes.
• Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of complex and sensitive nature.
• Experience in organizing the logistics of meetings and special events.
• Experience maintaining confidential records and files. Experience with preparing correspondence.
• Experience working with CUPE 3902 unit 3 collective agreement and/ or other related collective agreements.
• Advanced proficiency with Microsoft Office including Word, Excel, and Outlook. Thorough knowledge and proficiency with One drive and SharePoint.
• Familiarity with planning and data management tools. Capacity to summarize information and prepare reports.
• Proficiency with and knowledge of SuccessFactors (SF) and Quercus (Canvas) or similar systems.
• Excellent oral and written communication skills. Excellent interpersonal skills and a strong team player.
• Extremely well organized and the ability to organize complex tasks and meet strict deadlines.
• Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality.
• Excellent problem solving and analytical skills with the ability to assess urgency and prioritize tasks.
• Demonstrated attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities.
• Superior service orientation. Strong note-taking skills.
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably and effectively.

Assets (Nonessential):

• Bachelor’s degree preferred.
• Knowledge of the University of Toronto policies and the Academic Administrative Procedures Manual is desirable.
• Advanced excel skills with pivot table

To be successful in this role you will be:

• Meticulous
• Organized
• Problem solver
• Responsible
• Tactful
• Team player

Closing Date: 10/20/2024,11:59PM 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

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