Reporting directly to the Dean for executive support functions and under the general direction of the Chief Administrative Officer (CAO) for office management functions, the Executive Assistant to the Dean and Office Manager (EAOM) is responsible for a broad range of highly confidential and sometimes sensitive strategic administrative duties. The EAOM is responsible for managing the Office of the Dean and is expected to work with limited direction from the Dean, executing a significant amount of judgment, tact, diplomacy, confidentiality and discretion in all aspects of the role as Office Manager.
The EAOM manages the 2nd floor reception area which includes overseeing and delegating work assignments and projects to the Operations Coordinator and the Administrative Assistant in the main office and the hiring of casual labour for special events and/or peak periods of administration at the Faculty.
The EAOM conducts confidential research as requested by the Dean and compiles summaries or briefs on issues like strategic planning, policy, labour relations, human resources including planning for work stoppages and maintaining contingency plans for core administrative services.
The EAOM acts as a central contact between the Dean and other senior administrators and faculty, both internal and external to the University, including senior leaders from the Office of the President, the Provost, and the Vice-President of Human Resources and Equity. The EAOM will prioritize requests and action items, relay urgent information, and take action on the Dean’s behalf when requested to do so. The EAOM must be able to handle multiple projects and tasks simultaneously in a highly confidential and credible manner.
The EAOM is accountable to the Dean for ensuring the accuracy and timeliness of faculty appointment procedures, tenure and promotion procedures, annual review process, and sabbatical and other leave applications using detailed knowledge of relevant policies, procedures, and precedents.
In addition, the EAOM manages the complex schedule of appointments and events for the Dean, both internal and external to the University; drafts correspondence and institution-wide announcements on behalf of the Dean; and screens incoming calls, ensuring priority calls are transferred and that all calls are managed with tact and diplomacy. Where appropriate, the EAOM responds to a wide variety of in-person, email, and telephone inquiries from external officials, students, faculty, senior University administrators and faculty, members of the social work profession, and alumni.
A Bachelor's degree or an equivalent combination of education and experience is necessary.
Minimum five (5) years of experience in an office management/senior administrative role, preferably in an academic environment. Demonstrated experience handling matters of a confidential and sensitive nature. Knowledge of University of Toronto structure/network an asset.
Strong planning and organizational skills; excellent communication skills both oral and written; strong editing skills; superior interpersonal skills; must have initiative, diplomacy and tact; ability to exercise judgment in prioritizing the work of the Dean, self and subordinates; able to maintain a high level of confidentiality, tact, and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines; ability to supervise staff effectively; excellent computer skills (Word, Excel and PowerPoint); ability to analyze information and prepare documents within the parameters set out by the Dean; great attention to detail.
Proven effectiveness relating to all levels of the University – administration, faculty, staff, students, and external members of the community; knowledge of relevant Faculty and University policies.
Notes: Update: This posting is for a continuing opportunity.