Administrative Assistant and Receptionist Job at University of Toronto
Date Posted: 11/17/2022
Req ID: 28539
Faculty/Division: Faculty of Pharmacy
Department: Faculty of Pharmacy
Campus: St. George (Downtown Toronto)
Position Number: 00041834
Description:
About us:
The Leslie Dan Faculty of Pharmacy at the University of Toronto is a recognized global leader in the fields of pharmacy education and pharmaceutical sciences research. We are the top faculty of pharmacy in Canada and ranked among the top faculties globally. We are committed to offering leading-edge pharmacy education programs and driving innovation and discovery in the pharmaceutical sciences.
Your opportunity:
The Leslie Dan Faculty of Pharmacy is currently seeking applications for the position of Administrative Assistant and Receptionist, Offices of the Dean and CAO.
Reporting to the Manager, Academic Operations, this position will provide front line customer service and administrative support to the Offices of the Dean and CAO. We are looking for someone who can foster a professional and welcoming environment whether online or in person for staff, faculty, students and external stakeholders for the Leslie Dan Faculty of Pharmacy.
The Administrative Assistant and Receptionist is responsible for maintaining the busy calendars for the Dean, CAO, other academic leaders as assigned, responding to meeting requests and coordinating agendas and meeting materials. This position will also be responsible for drafting routine correspondences, coordinating document signatures, maintaining filing systems and ordering supplies. The Administrative Assistant & Receptionist will also provide main floor reception coverage, event coordination and support for small to full faculty sized events.
Your responsibilities will include:
Responding to enquiries within the defined scope of the role and redirecting as appropriate- Booking rooms and arranging appropriate accommodations
- Liaising with contacts to ensure consistent administration procedures are followed
- Identifying and introducing variations to established administration processes
- Writing routine documents and correspondence
- Verifying the accuracy and completeness of documents
- Determining logistical details and activities for events and/or programming
Qualifications:
Essential Qualifications:
College Diploma (2 years) or acceptable combination of equivalent experience- Minimum two years of experience providing administrative and reception experience in a frontline position working in a fast paced environment
- Demonstrated experience managing complex calendars and schedules, screening and prioritizing incoming demands, supporting executive committees, managing filing systems and editing correspondence
- Experience arranging meetings and coordinating event logistics
- Strong proficiency in Microsoft Office suite
- Excellent oral and written communication skills
- Excellent interpersonal skills
- Excellent organization and time management skills
- Demonstrated ability to meet competing deadlines with a high degree of professionalism and tact
- Ability to interact and communicate effectively with a diverse group, including Faculty, Staff, Students, Donors and other community members
To be successful in this role you will be:
Approachable- Communicator
- Courteous
- Diplomatic
- Multi-tasker
- Organized
NOTE: This is a 12 (twelve) month term position.
Closing Date: 12/09/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time NOTE: This is a 12 (twelve) month term position.
Pay Scale Group & Hiring Zone:
USW Pay Band 07 - $53,222 with an annual step progression to a maximum of $68,063. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Blythe Campbell
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.
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