Executive Assistant to the Principal, Victoria College

Union (USW Local 1998) Job Opportunity
Office of the Principal, Victoria College

Posting Date: December 23, 2024 
Closing Date: January 12, 2025
Position Title: Executive Assistant to the Principal
Department: Office of the Principal, Victoria College
Pay Scale Group: USW Pay Band 11
Salary: $71,581 with an annual step progression to a maximum of $91,541
Type of Appointment: Continuing
Normal Work Schedule: Full-time – 35 hours a week; Monday to Friday Regular Office Hours; some additional hours of work during evenings/weekends may be required

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca

PURPOSE:

Under the general supervision of the Principal and reporting to the Director of Administration, provides a broad range of highly confidential administrative support to matters related to the efficient and effective administrative operation of the Office of the Principal, Victoria College. This role is a key asset to the office offering exemplary administrative assistance to both the Principal and Director of Administration, including managing complex calendaring, financial and administrative support, incoming and outgoing correspondence, and exercising considerable judgment for assessing the nature of the correspondence to determine which queries require independent response, redirection, or consultation. The incumbent compiles confidential information prior to meetings and is the lead for record management of office files. The incumbent also supports lead faculty special academic programming. On a cyclical basis, provides administrative support for key functions of the Principal’s Office, including but not limited to ad hoc working groups and advisory committees, Victoria College Council (as needed) and its standing committees, faculty appointments, sessional lecturer/teaching assistant hiring, and College grant competitions. The incumbent is proactive and plays an important role in ensuring information flows to and from key senior administrative offices and the broader University of Toronto community.

To request a detailed copy of the job description you may contact the Human Resources team at vic.hr@utoronto.ca.

QUALIFICATIONS

Education:   Undergraduate university degree, or an acceptable equivalent of education and experience.

Experience: Minimum 4 years executive-level administrative experience preferably in an academic unit supporting an Executive or Senior Administrator in a university environment. Experience with file management, both hardcopy files and electronic documents in SharePoint. Demonstrated experience drafting and editing correspondence, scheduling, liaising with senior academic administrators, responding to and handling matters of a complex, confidential, and sensitive nature, and project management.  Knowledge of the University of Toronto’s structure and academic policies and procedures is a strong asset. Ability to generate reports and conduct research in support of various projects and initiatives.

Other:           Advanced proficiency with various software packages including Windows, Word, Outlook, SharePoint, and Excel. Excellent communication skills, including superior writing ability and a very high level of accuracy and attention to detail. Customer-service oriented using tact, discretion, and de-escalation skills when needed. Ability to work under pressure in a dynamic and changing office environment, independently and as part of a team, and can take initiative with an understanding of consequences of error . Ability to prioritize work, multi-task, and focus during periods of high traffic, while maintaining a professional, friendly helpful manner.

To Apply:

Internal candidates are asked to submit their applications online by logging onto Dayforce. Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.

External Candidates may proceed by clicking "Apply Now" below. 

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.