Executive Assistant, Office Of The Dean

Date Posted: 02/22/2024
Req ID: 36130
Faculty/Division: Faculty of Music
Department: Faculty of Music
Campus: St. George (Downtown Toronto)
Description:
Responsibilities:
Reporting directly to the Dean and under the general direction of the Assistant Dean, Operations, the Executive Assistant (EA) to the Dean is responsible for a broad range of highly confidential and sometimes sensitive strategic administrative duties. The EA is expected to support the Dean, executing a significant amount of judgment, tact, diplomacy, confidentiality, and discretion in all aspects of the role.
The EA conducts confidential research as requested by the Dean and compiles summaries or briefs on issues like strategic planning, policy, labour relations, human resources including planning for work stoppages and maintaining contingency plans for core administrative services.
The incumbent acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the University, including senior leaders from the Office of the President, the VP and Provost, and the Vice-President of Human Resources and Equity. The EA prioritizes requests and action items, relaying urgent information and acts on the Dean’s behalf when requested to do so. The incumbent must be able to handle multiple projects and tasks simultaneously in a highly confidential and credible manner.
The EA is accountable to the Dean for ensuring the accuracy and timeliness of faculty appointment procedures, tenure and promotion procedures, annual review process, and sabbatical and other leave applications using detailed knowledge of relevant policies, procedures, and precedents.
In addition, the EA manages the complex schedule of appointments and events for the Dean, both internal and external to the University, drafts correspondence and institution-wide announcements on behalf of the Dean, screens incoming calls ensuring priority calls are transferred and that all calls are managed with tact and diplomacy. Where appropriate, the EA responds to a wide variety of in-person, email, and telephone inquiries from external officials, students, faculty, senior University administrators and members of the broader Toronto music community, and alumni.
The Executive Assistant to the Dean position in the Faculty of Music is not currently 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.
Education:
Bachelor's degree or an equivalent combination of education and experience is necessary.
Experience:
Minimum five (5) years of experience in an office management/senior administrative role, preferably in an academic environment. Demonstrated experience handling matters of a confidential and sensitive nature. Knowledge of University of Toronto structure/network an asset.
Skills:
Strong planning and organizational skills; excellent communication skills both oral and written; strong editing skills; superior interpersonal skills; must have initiative; diplomacy and tact; ability to exercise judgment in prioritizing the work of the Dean able to maintain a high level of confidentiality, tact, and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines; ability to supervise staff effectively; excellent computer skills (Word, Excel and PowerPoint); ability to learn and adapt to new technologies, ability to analyze information and prepare documents within the parameters set out by the Dean; great attention to detail.
Hours of work:
Some extended hours may be required as a result of strict deadlines, project deliverables, special events, fundraising initiatives, etc. which includes weekends, evenings, and/or holidays.
Start date: March 11, 2024
End date: May 17, 2024
 
Closing Date: 03/07/2024,11:59PM ET
Employee Group: PM
Appointment Type: Budget - Casual 
Schedule: Monday to Friday 8:45 am - 5:00 pm
Pay Scale Group & Hiring Zone: $39.62
Job Category: Administrative / Managerial