Assistant to the Chair

Date Posted: 11/25/2024
Req ID: 40817
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Historical & Cultural Studies
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00036782

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 unlimitedpotential. Join us on our journey.

The Department of Historical and Cultural Studies at the University of Toronto Scarborough is a vibrant department organized into distinct disciplinary and interdisciplinary areas of study. In addition to providing students with deep grounding in one or more disciplinary traditions, the Department also fosters multidisciplinary research at all levels. Its commitment to socially engaged, leading edge research and direct engagement with its community is reflected not only through its curriculum but also in the creative and innovative projects undertaken by faculty and often providing research opportunities for graduate and undergraduate students. Working alongside faculty, a team of dedicated staff members provide administrative services and support the daily operation of a department that is committed to promoting equity, diversity and inclusion to help create a truly rich and engaging student experience.

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:

As the Assistant to the Chair, of the Department of Historical and CulturalStudies you will provide advanced administrative support to the Chair, who will directly supervise your work. You will be equipped to work in a high-paced and multi-faceted role that requires exceptional planning and organizational skills. You will be expected to not only support the diverse day-to-day needs of the Chair, but will also play an integral role in supporting a range of departmental activities.

Your responsibilities will include managing the Chair’s schedule, composing correspondence, and handling confidential matters. You will priotize urgent issues and alert the Chair to necessary actions, responding to, redirecting, or making referrals based on understanding of priorities and activities of the Chair. Under the provision of University procedures and guidelines, you will work closely with the Chair and other departmental staff and academic leadership to coordinate academic processes, including teaching and tenure stream academic searches, reviews, tenures, leaves, promotions,as well as supporting the preparation and distribution of workload and salary letters. You will also coordinate and support all administrative activities surrounding visiting researchers/faculty and postdoctoral fellows.

You will be involved with planning, coordinating, and executing department meetings and events of all sizes. This includes handling logistics, arranging travel and accommodations, and providing on-site supervision and event management. Your strong organizational and customer service skills will ensure smooth operations and enhance the experience for students, staff, and faculty.

Finally, working closely with the department’s Business Officer and other staff, you will ensure systematic and consistent record keeping for departmental meeting minutes, policy documents, reports, and communication templates, facilitating appropriate access to stakeholders and ensuring optimal information flows and sharing of best practices within the department, with cognate units, andwith institutional leadership.

Your responsibilities will include:

• Applying established standards when administering academic search activities and other academic HR processes, including liaising with search committee members.
• Collecting documentation required to carry out the tenure and review processes, preparing draft statistical reports, analyses, and summaries, and filing dossier materials.
• Following administrative rules and procedural instructions
• Applying established standards when administering interim review, tenure, and promotions activities.
• Determining logistical details and activities for events and/or programming, including room bookings, travel arrangements, catering, and required materials, while maintaining schedules for the Chair and key departmental committees
• Fostering cooperative working relationships with a wide variety of internal and external contacts, acting as a resource to provide non-supervisory guidance on university policies, procedures, and best practices .
• Keeping well-informed on leadership commitments and priorities.
• Editing content for brochures, newsletters, websites and/or handbooks.

Essential Qualifications:

• Advanced College Diploma (3 years) in administration, business, or related diploma or acceptable combination of equivalent experience and education.
• Minimum of three years of related academic administrative experience, including supporting academic activities, coordinating meetings (e.g., taking minutes), and event planning and execution, preferably in a higher education setting.
• Experience drafting, editing, and preparing a variety of written communications including the ability to summarize information and prepare original correspondence concisely
• Experience planning, coordinating and executing the logistics for large and small events
• Experience creating, organizing and maintaining electronic and paper filing systems
• Strong proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) for compiling, analyzing, and summarizing data for reporting and planning, with experience creating, organizing, and sharing digital files on SharePoint or similar cloud-based platforms, managing access for multiple stakeholders.
• Excellent written and oral communication skills
• Strong organizational and time management skills, with the ability to manage competing deadlines and adapt to shifting priorities.
• Effective problem-solving skills, with the ability to address issues independently while following policies and best practices.Strong attention to detail when reviewing large documents and reports
• Demonstrated professionalism, tact, and ability to maintain confidentiality. Strong networking and interpersonal skills required to effectively build and maintain lasting relationships with a diverse group of stakeholders
• Customer-service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders
• 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

Assets (Nonessential):

• Knowledge of the University of Toronto Academic Administrative policies and procedures.
• Proficiency with academic job posting activities and knowledge ofSuccessFactors (SF) and Quercus (Canvas) or similar systems.
• Proficient in the use of event management tools (ie. Eventbrite)
• Experience using social and digital media for marketing, communications or outreach purposes

To be successful in this role you will be:

• Adaptable
• Efficient
• Meticulous
• Organized
• Proactive
• Resourceful

Note: A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 12/04/2024, 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.