Executive Assistant And Business Services Coordinator

Date Posted: 02/05/2024
Req ID: 35893
Faculty/Division: VP - Research
Department: Research Oversight & Compliance Office
Campus: St. George (Downtown Toronto)
Position Number: #
Description:
About us:
The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possibleso that our researchers, innovators and learners can do what they do best - advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, along with our partner hospitals, funding sponsors, and partners in the public and private sector. VPRI provides a full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversight andaccountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.
Your opportunity:
The Executive Assistant and Business Services Coordinator supports the overall VPRI mandate to provide a high level of professional service to the University’s research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. The incumbent reports and acts as Executive Assistant to the Associate Vice-President, Research Oversight & Compliance at the Research Oversight & Compliance Office (ROCO) and provides a range of supports and services to help ensure the smooth and effective operation of the office and its units. The incumbent also reports to and receives technical direction from the VPRI Manager, Budget & Operations on portfolio operationsactivities, and works in close cooperation with counterparts in other VPRI units to ensure a common level of support and consistent standards across the VPRI.
Your responsibilities will include:
-Relaying and/or gathering information from senior leadership; keeping well-informed on leadership commitments and priorities
-Coordinating meeting schedules, agendas, materials, action and follow-up items
-Writing routine documents and correspondence
-Processing accounts payable & accounts receivable according to the University Guide to Financial Management.
-Identifying and recommending space, furniture and equipment needs for the office; maintaining equipment and supply inventory.
-Monitoring department budget to ensure expenditures remain within budgeted allocations
-Processing payroll; maintaining attendance records and vacation records
-Identifying and analyzing data discrepancies and taking necessary actions tocorrect errors
 
Essential Qualifications:
 
-Bachelor's Degree or equivalent combination of experience and education
-Minimum three (3) years' relevant administrative, financial and payroll administration experience
-Experience coordinating an executive schedule/calendar in a busy work environment
-Experience monitoring and reconciling financial accounts
-Experience analyzing financial information and assisting with budgets and financial reports
-Demonstrated numerical accounting, financial and analytical skills
-Superior interpersonal skills and customer service orientation, demonstrated tact, discretion and ability to handle matters of a sensitive and confidential nature.
-Superior oral and written communication, demonstrated ability to draft clear and concise correspondence.
-Strong problem-solving skills and the ability to balance competing priorities while meeting deadlines.
-Demonstrated understanding of financial management procedures, accounting principles and procedures with an ability to accurately interpret and apply guidelines, procedures, collective agreements and regulations in a variety of situations
-Excellent time management and organizational skills, ability to exercise sound judgement.
-Ability to communicate professionally and diplomatically with contacts internal and external to the University at all levels
-Advanced knowledge of the Administrative Management Systems (AMS), including Financial Information System (FIS), and Human Resources Information System (HRIS) or equivalent system
-Strong computer skills including with MS Office (Word, Excel, Outlook, Teams)
Assets (Nonessential):
 
-Knowledge of the University’s organization, relevant policies and practices, including the University’s Guide to Financial Management.
To be successful in this role you will be:
 
-Diplomatic
-Meticulous
-Organized
-Proactive
-Problem solver
 
Closing Date: 02/14/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 10 -- $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Anita Chooraman
Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged , and their lived experience shall be taken into consideration as applicable to the posted position.