Outreach, Facilities and Special Projects Coordinator (One Year Term)

Date Posted: 09/20/2024
Req ID: 39803
Faculty/Division: Faculty of Arts & Science
Department: Dept of Physics
Campus: St. George (Downtown Toronto)
Position Number: 00038076

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 Department of Physics at the University of Toronto offers cutting-edge research opportunities and educational programming designed to expand our knowledge of nature. These range from traditional core areas of condensed matter physics, quantum optics, subatomic physics and astrophysics, through globally influential work in climate change, to the exciting emerging areas of quantum information, quantum materials, and biological physics. Motivated by scientific excellence, fairness, and respect, we strive to create an inclusive, equitable, and welcoming environment that fosters a sense of belonging in the Department and University community. Through teaching and research, we provide a comprehensive set of fundamental tools that can be brought to bear on many scientific questions across a variety of fields. With world-class laboratories and outstanding faculty, our teaching and research foster an in-depth understanding of an extremely diverse array of physical systems. Situated in the heart of downtown, our department is affiliated with various departments, institutes, and research organizations, providing a broad network for our staff and students.



Your opportunity:

Under the general direction of the Chief Administrative Officer, the Outreach, Facilities and Special Projects Coordinator provides a wide range of services to the Department. As Outreach Coordinator they manage events for the general public, including Science Rendezvous and Doors Open; for alumni, including homecoming (reunion) activities; for high school students, including the Science Unlimited Summer Camp, school visits to campus, and Pursue STEM, a program for the development of STEM and leadership skills among Black and African-Canadian high school students. Outreach responsibilities also include the Department newsletter and other publications and management of the Department’s social media presence. As Facilities Coordinator they have responsibilities for space allocation and security, including key distribution and management, reporting problems and coordinating repairs, and working with building occupants to coordinate minor renovations to offices, common rooms, and laboratories. Special projects include undergraduate career development and mentorship programs. The position also provides administrative support by managing the Department’s flextime system, and by tracking and reporting on vacation time of research staff (research associates and post-doctoral fellows).

This is an one year term ending on Dec 2025.

Your responsibilities will include:

• Conceptualizing, organizing and executing event activities
• Overseeing day-to-day operational needs and service delivery requirements of programs
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Fostering positive relationships with alumni
• Editing content for brochures,newsletters, websites and/or handbooks
• Liaising with stakeholders to coordinate space and resource requirements
• Developing and maintaining procedures for the use of space and equipment
• Determining logistical details required for office renovations and moves

Essential Qualifications:

• Bachelor's Degree in Business Administration or Communication or acceptable combination of equivalent education and experience.
• Minimum of 5 years related post-secondary (or similar) experience in a combination of event planning, communications, and administrative support.
• Demonstrated experience in planning and delivering events
• Demonstrated experience in producing and editing communication media - digital or print
• Demonstrated experience in managing social media presence on Facebook, Linkedin, Youtube, Instagram etc.
• Demonstrated experience working with alumni (donors) in events coordination and student development (mentoring)
• Demonstrated experience in providing operational and administrative support within a large enterprise.
• Demonstrated experience in facilities management, including space allocation, key distribution, and renovation etc.
• Sound knowledge of University organization, policies and procedures
• Well-developed skills with Office automation tools (e.g. Microsoft 365, Google Suite)
• Knowledgeable of UofT Administrative Management Systems (AMS, FIS, HRIS)
• Able to work (knowledge and skills) within website content management systems (CMS)
• Able to maintain database content using common tools

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Meticulous
• Organized
• Proactive
• Problem solver
• Resilient

Closing Date: 09/30/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 12 -- $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Ann Yang

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.