Executive Assistant to the CAO

Job title:

Executive Assistant to the CAO

Company

University of Toronto

Job description

Date Posted: 09/20/2024
Req ID:39817
Faculty/Division: Faculty of Social Work
Department: Faculty of Social Work
Campus: St. George (Downtown Toronto)Description:About us:The Factor-Inwentash Faculty of Social Work at the University of Toronto is distinguished by its emphasis on the integration of research and practice in both the classroom and its practicum education. As the oldest school of social work in Canada, FIFSW has been on the cutting edge of education, policy, research and practice for more than 100 years.Recognized as one of the leading social work research Faculties in North America, FIFSW is highly involved in promoting excellence in social work practice and policy development. Teaching in the Faculty is enriched by the internationally recognized research of faculty members which is designed to help governments, agencies and communities effectively address real world challenges.Your opportunity:This position is responsible for the confidential and efficient daily operation of the Office of the Chief Administrative Officer (CAO) and accomplishes this by providing executive level support to the CAO and the CAO’s portfolio. The Executive Assistant to the CAO must keep abreast of all activities and situations in the Faculty that impact this portfolio to knowledgeably support the CAO in the resolution of issues and action items. The incumbent is the key point person for internal staff and faculty, as well as externalcontacts, coordinating access to the CAO, based on a thorough understanding of the CAO’s priorities and the needs of internal and external clients. The incumbent provides comprehensive confidential administrative support to the Office of the CAO.Responsibilities for this position include: establishing and managing business processes and systems to increase efficiency, minimize duplication and optimize the use of Faculty’s resources as it relates to operational, human resources and administrative processes; supporting the budget process and other financial related matters, including the preparation of documentation for budget meetings. In addition, the incumbent uses the University’s information systems (HRIS, FIS, ROSI) to support the CAO review and action on various human resources actions, financial processes, and stakeholder concerns. Liaising in a professional and courteous manner with all faculty, administrative staff and external parties; handling office communications, dealing with business correspondence and phone calls; briefing the CAO on key issues and current events; conducting research; preparing confidential materials; arranging meetings and events specific to the CAO; records management; and special projects as assigned.The incumbent works in a complex environment that requires a high degree of understanding, sensitivity, responsiveness, independent judgement, and a need to maintain absolute confidentiality across all matters, including human resources, labour relations, and finance.QUALIFICATIONS

• EDUCATION:

University degree or an acceptable equivalent combination of education and experience. Educational background in business administration and/or project management are definite assets. Executive Office Administration Diploma is an asset.

• EXPERIENCE:

Minimum 3 years related senior administrative experience, with responsibility providing support to a senior executive, preferably in a University or academic setting. Incumbent should have demonstrated experience of the following:

• Highly developed sense of customer service
• Ability to handle matters of a confidential and sensitive nature.
• Project management and research experience
• Spreadsheet creation and manipulation
• Quantitative analysis
• SKILLS:

Computer Skills:

• Excellent computer and software skills: MS Office (Word, Proficient in Excel, PowerPoint, Access), Adobe Pro, O365
• Familiarity with data cloud storage (SharePoint and OneDrive), and with communication tools such as Teams and Zoom
• Excellent desktop publishing; basic HTML, and web page management skills
• Excellent skills using multimedia equipment for presentations an asset Organizational Skills:
• Excellent organizational and time-management skills
• Ability to work independently, set priorities, manage multiple tasks and projects and meet deadlines.
• Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment.
• Flexibility and ability to function within an environment where priorities frequently compete and/or shift.

Analytical Skills:

• Demonstrated analytical and problem-solving skills.
• Superior quantitative skills with demonstrated experience in handling spreadsheets and analysis.
• Understanding of contract administration as it relates to supply and service contracts.
• Familiarity with government legislation and experience with the interpretation and application of policies on finance, human resources, procurement, health and safety, and/or records management an asset.

Communication Skills:

• Demonstrated superior writing and editing skills.
• Superior communications skills, both written and verbal (e.g., drafting written correspondence, minutes, proposals)
• OTHER:

• Proactive, results-oriented attitude; ability to accumulate the organizational knowledge necessary to identify issues and accomplish tasks.
• Excellent interpersonal skills: ability to work collaboratively and positively in a team setting; ability to work effectively with a wide range of people and personalities (members of the University and corporate communities, students, architects, consultants, and construction personnel etc.) in a variety of settings.
• Able to establish credibility and trust with internal and external contacts and be recognized as a key point person who represents the Office of the CAO. Ability to represent the priorities of the CAO’s Office within the overall priorities of the Dean.
• Possess initiative and creativity in identifying opportunities for enhancing the functioning of the Office of the CAO and managing the priorities of the Office.
• Thoroughness and careful attention to detail.
• Tact, discretion, sensitivity to confidential matters.

Closing Date: 10/02/2024,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 1 — Hiring Zone: $75,286 – $87,834 — Broadband Salary Range: $75,286 – $125,475
Job Category: Administrative / ManagerialAll qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Diversity StatementThe University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .Accessibility StatementThe University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.If you require any accommodations at any point during the application and hiring process, please contact .

Expected salary

Location

Toronto, ON

Job date

Sat, 21 Sep 2024 23:34:57 GMT

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