Operations Assistant and Events Coordinator

Job title:

Operations Assistant and Events Coordinator

Company

University of Toronto

Job description

Date Posted: 05/31/2024
Req ID: 37621
Faculty/Division: Faculty of Applied Science & Engineering
Department: Institute of Biomedical Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00056564Description:About us:The Institute of Biomedical Engineering (BME) is a multidisciplinary research community where investigators across engineering, medicine and dentistry collaborate to develop innovative solutions that address global challenges in human health. Located in the heart of Canada’s largest health-care research network, our faculty offer quality education to students who receive training in biomedical and clinical engineering. These highly experienced faculty have been involved in launching more than 20 start-up companies and driving three major biomedical engineering commercialization ventures.Your opportunity:The Operations Assistant & Events Coordinator acts as the first point of contact for general inquiries and reports to the Manager of Operations. The individual will support the administration team by way of general office duties, assisting the the Director, Manager of Operations and Project Manager as needed, as well as support financial transactions. The individual will also be responsible for planning BME events.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.
• Generating reports.
• Verifying that supporting documentation is attached to financial records before processing in FIS.
• Determining logistical details and activities for events and/or programming.
• Making minor purchases.
• Preparing expense reimbursements.

Essential Qualifications:

• Advanced College Diploma (3 years) or equivalent combination of acceptable education and recent and relevant experience.
• Minimum three years recent and related administrative experience in a front-line position working in a busy office environment, preferably supporting an academic university department.
• Demonstrated experience providing front-line customer service to post-secondary students and appropriately addressing and referring inquiries in a timely manner.
• Experience preparing expense reimbursements.
• Intermediate skills with MS Office (Word, Excel, Outlook).
• Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight.
• Effective verbal and written communication skills.
• Ability to work independently and as a team member while eliciting cooperation from a wide variety of sources, including faculty, management, staff and students.
• Demonstrated accuracy and attention to detail, especially in a high-volume environment.
• Strong customer service orientation, effective communication and interpersonal skills to deal with students, staff, and faculty with professionalism and tact.
• Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.
• Proven ability to exercise judgement, tact, diplomacy, and a high degree of initiative.
• Demonstrated commitment to equity, diversity, inclusion and the promotions of a respectful and collegial learning and working environment.

Assets (Nonessential):

• Minimum two years of recent and relevant experience coordinating the logistics for events and programming, including setup and teardown.
• Experience with UofT Financial Systems (FIS).

To be successful in this role you will be:

• Approachable
• Communicator
• Multi-tasker
• Organized
• Proactive
• Resourceful

Closing Date: 06/10/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule:
Pay Scale Group & Hiring Zone:Job Category: Administrative / ManagerialLived 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.

Expected salary

Location

Toronto, ON

Job date

Sat, 01 Jun 2024 22:31:33 GMT

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