Administrative Coordinator

Date Posted: 10/16/2024
Req ID: 40203
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Language Studies
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00048919

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

The Department of Language Studies includes programs in French, Linguistics, English/Chinese Translation and also offers many language courses. Our faculty are engaged in a wide array of research areas and are committed to excellence in undergraduate and graduate education.

We are looking to hire an Administrative Coordinator to join the team, as the Department continues on an exciting period of growth. Reporting to the Business Officer, the Administrative Coordinator will be responsible for providing administrative and financial assistance to the department; supporting academic searches and other faculty related processes; and front-line customer service in the Department of Language Studies.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Collecting supporting documentation required for payroll and/or HRIS processing
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Applying established standards when administering academic search activities and tenure and promotion activities
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Determining logistical details and activities for events and/or programming
• Collecting and submitting expense reimbursement claims
• Keeping well-informed on policies, rules, regulations and guidelines

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum five years of recent and related experience providing administrative, financial and front-line reception support
• Must have some experience with academic policies and processes including searches, tenure and promotion activities
• Must have experience with preparing and/or processing financial transactions (e.g. expense reimbursements, invoices, payroll)
• Experience with coordinating meetings/events in various formats, including in-person, virtual and hybrid, using various related technologies
• Experience with minute taking, transcribing and writing memos/briefing letters
• Strong computer skills particularly in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Intermediate skills with content management systems and website maintenance
• Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment
• Ability to exercise sound judgment, tact and diplomacy
• Must be able to prioritize, meet deadlines and exercise accuracy and attention to detail in a fast-paced environment
• Committed to working as a team player and strong customer service orientation
• Strong interpersonal, time management and prioritizing skills
• Excellent oral and written communication skills

To be successful in this role you will be:

• Achievement oriented
• Efficient
• Motivated self-learner
• Multi-tasker
• Problem solver
• Team player

NOTE:

• A full job description is available upon request from the UTSC HR Office.
• 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: 10/30/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. 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 to apply, and their lived experience shall be taken into consideration as applicable to the posted position.