Administrative Officer

Date Posted: 10/31/2024
Req ID: 40487
Faculty/Division: Faculty of Arts & Science
Department: Dunlap Inst. for Astronomy & Astrophysic
Campus: St. George (Downtown Toronto)
Position Number: 00057402

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 Dunlap Institute for Astronomy & Astrophysics is one of the leading research centres for astronomy in Canada. Located at one of the top research universities, our institute retains reputable faculty, students and staff, all committed to innovation, public outreach and cutting-edge research. Our institute’s field of research covers a multitude of subject matter across the universe, such as galaxy evolution and dark energy. We are dedicated to making our education, training, and activities pleasant and welcoming for all.

Your opportunity:

As the Administrative Officer at the Dunlap Institute, the incumbent will play a pivotal role in supporting the Institute’s faculty, researchers, staff and students. Under the supervision of the Department Manager, the incumbent will provide essential frontline administrative and financial support, ensuring a welcoming and efficient reception environment. The incumbent will tactfully address inquiries and escalate issues when necessary. The incumbent will be instrumental in managing the shipping and receiving of high-value equipment, which is crucial for the Institute’s success in astronomical instrumentation. Additionally, the incumbent will offer executive assistant support to the director and faculty, contributing to the smooth operation of the Institute.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Scheduling appointments
• Maintaining information on digital platforms
• Coordinating the shipping and/or receiving of goods
• Identifying and reporting facility repair and/or maintenance needs
• Processing payroll
• Preparing expense reimbursements

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• A minimum three years of relevant administrative and/or financial experience, preferably in a University environment
• Experience coordinating meeting schedules, agendas, materials, action and follow-up items
• Proven experience supporting committees and writing accurate, professional meeting minutes
• Experience processing payroll
• Experience working with financial and human resources information systems
• Advanced proficiency in the MS Office Suite, survey tools, and virtual meeting platforms
• Ability to effectively multi-task and manage deadlines
• Excellent verbal and written communication skills
• Demonstrated ability to quickly learn and apply new skills and knowledge.
• Capacity to work independently, show initiative, exercise diplomacy and sound judgment, and collaborate effectively with others.
• Strong organizational, time management, and problem-solving skills, with the ability to balance competing priorities
• Excellent professional demeanor with a strong focus on customer service and effective interpersonal skills
• Strong attention to detail

Assets (Nonessential):

• Experience with preparing high-valued equipment to be sent by courier internationally
• Experience working with the University of Toronto’s Guide to Financial Management (GTFM), including its financial and procurement processes
• Experience using SharePoint, including file management and creating permission groups
• Experience with preparing high-valued equipment to be sent by courier internationally

To be successful in this role you will be:

• Accountable
• Diligent
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Problem solver
• Self-directed

Note:

• Kindly be advised that this position necessitates the presence of the incumbent on-site, full-time. 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: 11/11/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-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
 

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.