Administrative Assistant

Job title: Administrative Assistant

Job description: Date Posted: 03/14/2024
Req ID: 36539
Faculty/Division: Faculty of Arts & Science
Department: Department of Statistical Sciences
Campus: St. George (Downtown Toronto)

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.

Your opportunity:

The Department of Statistical Sciences is one of the top ten statistics departments in North America, with our faculty developing numerous important innovations in statistical science. Our mission is to serve as a centre of excellence for statistical and actuarial research and education, across the campus, nationally and internationally. Research is centered on excellence in theory and methods, as many faculty members in the department have very successful collaborative research programs. Central to our vision for the next five years is to strengthen our national and international reputation in collaborative scientific activity, without compromising our core strengths.

Under the general direction of the Director, Administration, and Finance, the Administrative Assistant provides responsive and professional front-line reception support for all inquiries and redirects inquiries when needed. The Administrative Assistant will also assist with room booking, catering, and setup for events, maintain inventory and departmental records/files, and other administrative support as necessary.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Booking rooms and arranging appropriate accommodations.
• Writing routine documents and correspondence. Identifying and introducing variations to established administration processes
• Verifying the accuracy and completeness of documents.
• Determining logistical details and activities for events and/or programming
• Making minor purchases and collaborating on cost estimates.
• Updating and maintaining records and files; collating and organizing data for various reports; data entry and generating reports.

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and related administrative experience with office and business processes in a post-secondary environment, preferably in a University environment within a large and busy department
• Experience organizing the logistics of special events.
• Experience with collating and organizing data for various reports. Experience with maintaining databases, data entry and generating reports. Experience with creating and maintaining files.
• Experience with providing front line service and responding to enquiries within a large and busy environment.
• Experience in writing routine documents and correspondence.
• Experience in verifying the accuracy and completeness of documents, and disseminating information.
• Experience with maintaining office supply inventory; collaborating on cost estimates and maintaining cost activities of office equipment e.g. photocopiers.
• Experience with booking rooms and arranging appropriate accommodations.
• Excellent verbal and written communication skills. Excellent interpersonal skills and customer service skills; shows accuracy and attention to detail; good judgment; helpful attitude; ability to work as part of a team and ability to work with interruptions.
• Excellent interpersonal skills and customer service skills. Shows good judgement, initiative and a helpful attitude.
• Excellent organizational and time management skills.
• Strong working knowledge with Windows and related software (MS Word, Excel, Outlook, etc.) skills. Good data entry skills.

To be successful in this role you will be:

• Approachable
• Articulate
• Courteous
• Efficient
• Organized
• Possess a positive attitude

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the .

Closing Date: 03/25/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 — $58,012 with an annual step progression to a maximum of $74,189. 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.

Click Here to Apply

Source: