Senior Administrative Coordinator, Chair's Office

Date Posted: 01/19/2024
Req ID: 35715
Faculty/Division: Faculty of Arts & Science
Department: Department of Mathematics
Campus: St. George (Downtown Toronto)
Position Number: #
Description:
About us:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.
The field of mathematics is quite diverse, and requires critical thinkers who analyze, assess, and problem solve; our Department of Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty are among the finest in the world, featuring a unique blend of intellectuals alongside up and coming bright minds. Our department members include numerous awarded faculty with outstanding accomplishments and leading research.
Your opportunity:
Reporting to the Chair, and under the general direction of the Department Manager, the Senior Administrative Coordinator provides executive secretarial and administrative support to the Chair. Key responsibilities include: supporting the Academic Human Resource activities of a large department; composing various correspondence and memoranda for the Chair’s signature, referring to supporting documentation as required; preparing manuscripts, reports, announcements, and correspondence (using text processing facilities of LaTeX where applicable) for internal and external audiences; and overseeing the Chair’s calendar.
The incumbent is responsible for assisting the Chair with the department’s academic administrative activities; key responsibilities include coordinating and preparing the relevant documentation for the annual academic searches and hiring, reviews, tenure, promotion, PTR process, other academic appointments, workload and leaves.
Your responsibilities will include:
-Providing consultation and advice on the application of University policiesand procedures
-Responding to escalated complaints using informal negotiation skills
-Coordinating meeting schedules, agendas, materials, action and follow-up items
-Applying established standards when administering tenure and promotion activities
-Applying established standards when administering academic search activities
-Writing routine documents and correspondence
-Determining logistical details and activities for events and/or programming
-Directing the activities of a single ongoing staff-appointed employee
 
Essential Qualifications:
-Bachelor's Degree or acceptable combination of equivalent experience.
-Minimum five years recent and related administrative academic support experience, preferably in a mathematical sciences environment.
-Experience working with University of Toronto policies and procedures.
-Demonstrated knowledge and experience with organizational policies and procedures
-Demonstrated experience with administrative processes
-Experience drafting, editing, and preparing a variety of written documentation and reports, including the ability to produce reports incorporating tables and graphs.
-Experience with event planning, making travel arrangements and monitor accounts for program and/or project.
-Experience supervising staff.
-Experience with project coordination.
-Highly service-oriented with a genuine commitment to fulfill the academic department's mission and offer quality service while fostering positive working relationships with all areas of the University
-Strong administrative and critical thinking skills. Strong leadership, team-building and interpersonal skills.
-Excellent communication (written and oral) and editing skills.
-Strong sense of initiative, ability to work pro-actively.
-Advanced skills with MS Office (Word, Excel, Access, Power Point and Outlook), web editing software, and LaTex
-Demonstrated time management skills to work with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy.
Assets (Nonessential):
-Familiarity with mathematical notations.
-Demonstrated knowledge and experience with academic administrative policies and procedures such as academic searches, tenure and promotions
-Demonstrated experience with processes related to research leaves
To be successful in this role you will be:
-Accountable
-Adaptable
-Multi-tasker
-Resourceful
-Self-directed
-Team player
 
This role is 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.
Closing Date: 01/29/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $78,308 with an annual step progression to a maximum of $100,144. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
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.