Office Coordinator

Date Posted: 09/06/2024
Req ID: 39623
Faculty/Division: VP - Division of University Advancement
Department: Officec of Vice President Division of University Advancement
Campus: St. George (Downtown Toronto)
Position Number: 00053388

Description:

About us:

The Division of University Advancement (DUA) aims to sustain and enhance the University’s academic mission, leadership, and worldwide impact, by engaging alumni and private sector constituents meaningfully in the mission of the University, building mutually beneficial relationships of increasing value and satisfaction over time.

DUA at the University of Toronto is engaged in a transformative agenda deeply rooted in the University’s vision for growth and innovation. We are focused on growing fundraising efforts; enhancing the effectiveness and satisfaction of alumni engagement and programs; building advancement talent capacity within and across divisions and creating an organization and culture that fosters diversity and inclusiveness.

Your opportunity:

The Division of University Advancement is led by the Vice-President, who is responsible for the strategic direction and leadership of a comprehensive advancement program that includes alumni relations, fundraising, advancement communications and advancement services. We hire outstanding people from a variety of backgrounds and currently seek an Office Coordinator to join our diverse group of talent.

Reporting to the Manager, Office of the Vice President, Advancement the Office Coordinator will provide a broad range of administrative support and guidance within the Office of the Vice President, Advancement. In this role the Office Coordinator will provide coverage to the front desk; coordinate tasks for projects and other strategic initiatives with stakeholders; format and generate reports; proof read and fact check; schedule travel plans; monitor and order office supplies; track ongoing contracts and permit renewals; coordinate meeting and event details including catering and overall logistics; perform data entry; support calendar and meeting management; handle sensitive and confidential information.

The Vice President, Advancement Office is a fast-paced, supportive and collaborative work environment that is motivated by the following Advancement Values: intentional inclusion, trust and transparency, authentic collaboration, grateful mindset, and driving impact.

Your responsibilities will include:

• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Formatting data collected for presentations and reports
• Generating reports
• Scheduling travel plans and requesting appropriate accommodations
• Handling sensitive and/or confidential information
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years in an administrative support role, preferably in an advancement environment
• Proven success in providing effective front line customer service and support in a busy environment
• Strong analytical and problem-solving skills
• Experience drafting, editing and preparing correspondence and reports
• Excellent verbal and written communication skills
• High level of proficiency with word processing, email, internet, presentation and scheduling software including Microsoft Office
• Excellent interpersonal skills
• Superior organizational and time management skills in planning, executing, and completing tasks; the ability to multi-task and meet deadlines
• Proficiency in gathering, collecting and analyzing data; experience utilizing data to compile reports and write documentation.
• Strong understanding of the importance in maintaining the utmost confidentiality with respect to handling sensitive information.
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
• Ability to problem solve and deal effectively with multiple priorities while maintaining a high degree of quality and accuracy

Assets (Nonessential):

• Familiarity with various virtual communication platforms (Zoom, TEAMS) an asset
• Knowledge of the advancement profession combined with an understanding of the University’s Advancement programs is considered an asset

To be successful in this role you will be:

• Approachable
• Cooperative
• Courteous
• Diplomatic
• Organized
• Team player

Closing Date: 09/27/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term; This is a year term position.
Schedule: Full-Time; This position is hybrid and qualifies for an AWA. 

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: Fiona Chan

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.