Administrative Assistant, DOE (Term, 60% FTE)

Date Posted: 11/20/2024
Req ID: 40770
Faculty/Division: Faculty of Arts & Science
Department: Ctr for Medieval Studies
Campus: St. George (Downtown Toronto)
Position Number: 00057447

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.


Your opportunity:

The Centre for Medieval Studies sponsors several major research projects and is home to a large number of scholars, various publication series and medieval drama and music groups. We are an open place of collaboration where people can come to explore and study topics and issues from multiple disciplines. Our centre has an international reputation for our differentiated faculty, the calibre of our graduates and our impressive library facilities. We represent a large and highly interactive community of professionals who work in widely varying areas of research.
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 Administrative Assistant, Dictionary of Old English (DOE) will report directly into the Manager, Centre for Medieval Studies, and will provide administrative support to the DOE research team.

Your responsibilities will include:

• Responding to in-person and online enquiries, including inquires from DOE donors and subscribers, and redirecting / escalating as appropriate
• Checking space requirements and availability (e.g. office space, workstations, fob access, internet access, email accountsand other IT services)
• Troubleshooting and resolving routine issues related to spacing and IT; liaising with IIT to ensure equipment is properly maintained, recorded and decommissioned
• Maintaining a list of contacts
• Maintaining adatabase
• Determining logistical details and activities for events and/or programming
• Recording expenses on a single account, logging subscription payments into the online Dictionary of Old English Store, ensuring accuracy of information
• Assigning and checking the work of work-study students

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years' recent and relevant experience in providing administrative support in a post-secondary environment; demonstrated experience liaising with academics, faculty members, staff, graduate students, and program stakeholders
• Experience working in a front-line support role, responding to in-person and online inquires, and redirecting as required
• Experience maintaining and updating databases
• Experience record keeping and organizing administrative files
• Experience collaborating on cost estimates and ordering supplies
• Experience monitoring purchases and expenditures, and reconciling statements to supporting documents
• Experience recording financial transactions
• Demonstrated experience drafting, editing and preparing avariety of written documents and reports
• Experience troubleshooting office equipment (e.g. hardware, Audio/Visual set up, printers, photocopiers)
• Experience handling logistical details and set-up for events, and coordinating space
• Excellent customer service skills and interpersonal skills
• Strong verbal and written communications skills
• Strong organizational skills and ability to multi-task
• Excellent attention to detail
• Pro-active with the ability to identify and anticipate needs, demonstrated initiative and problem-solving orientation
• Excellent computer skills in the use of standard and/or University software packages including MS Office

Assets (Nonessential):

• Strong knowledge of the rules and procedures in the university setting, including Guide to Financial Management

To be successful in this role you will be:

• Adaptable
• Approachable
• Efficient
• Meticulous
• Organized
• Possess a positive attitude
• Team player

Please note: this is a 60% FTE term position, ending in December 2026 (with possiblity of renewal)

Salary range is pro-rated at 60% to $40,029 - $51,191

This role 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.

Closing Date: 11/29/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Part-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Carolyn Wright

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.