Date Posted: 11/29/2022
Req ID: 28708
Faculty/Division: Faculty of Applied Science & Engineering
Department: Institute of Biomedical Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00045332

About us:

The Translational Biology and Engineering Program (TBEP) is the U of T component of the Ted Rogers Centre for Heart Research. With a roster of multidisciplinary investigators, TBEP drives research at the interface of engineering and medicine with a mission of understanding the complex genetic, molecular, and cellular mechanisms that underpin heart failure and regeneration. With the creation of advanced experimental model systems, novel biomaterials, and cutting-edge analytics (e.g. proteomics and imaging), TBEP uncovers the most promising strategies to diagnose, prevent and treat heart failure and repair and regenerate heart tissue. TBEP is a consortium of labs, each with its own principal investigator, research staff and students.

Your opportunity:

Our leadership team provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork. We believe in recognizing and valuing our employee’s contributions to the advancement of the department’s goals while promoting a strong commitment to work-life balance among our employees.

Reporting to the Director, Strategy & Translation, the Administrative Assistant will provide front-line reception and administrative support to TBEP. Specific duties include: receiving visitors and responding to inquiries in-person, via e-mail and telephone; answering the main TBEP telephone line; handling incoming and outgoing mail and courier; faxing and photocopying requests; coordinating room and equipment bookings; setting up equipment for teleconference and video conference calls; assisting with scheduling and coordinating meetings and events; ordering supplies and maintaining office equipment; assisting with space, facilities and room allocations for faculty and students; maintaining accurate records of key, building fob and swipe card usage; maintaining a database of room, desk and locker allocations; posting content to the TBEP website; and providing administrative assistance to the TBEP Scientific Director.

Your responsibilities will include:

• 
  Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Scheduling appointments, booking rooms and arranging appropriate accommodations
• Liaising with contacts to ensure consistent administration procedures are followed
• Maintaining filing system and updating and maintaining records
• Writing routine documents and correspondence and verifying the accuracy and completeness of documents
• Acting as the first point of contact for general inquiries and for property and facilities issues
• Determining logistical details and activities for events and/or programming
• Making minor purchases and collaborating on cost estimates

Essential Qualifications:

• 
  College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of relevant clerical, administrative and reception experience in a front-line position working in a busy office environment, working with databases, data entry and word processing.
• Experience scheduling and coordinating meetings and booking rooms
• Demonstrated experience organizing administrative and logistical aspects of online and in-person meetings, including drafting agendas, gathering and sharing meeting material and taking minutes
• Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment.
• Strong written and verbal communication skills
• Strong service-orientation and excellent front-line customer service skills
• Excellent organization and time management skills and demonstrated ability to meet competing deadlines
• Proven ability to prioritize own workflow, and demonstrated ability to coordinate efficient administrative processes
• Ability to apply guidelines to a variety of situations where appropriate
• High degree of initiative, meticulous attention to detail and ability to work independently
• Willingness to learn new methods, procedures, and programs
• Demonstrated professionalism and tact, and the ability to remain calm and solutions-oriented in challenging circumstances
• Strong computer skills, including knowledge of MS Office
• Ability to use general office equipment

Assets (Nonessential):

• 
  Familiar with laboratory facilities and operations

To be successful in this role you will be:

• 
  Adaptable
• Articulate
• Meticulous
• Multi-tasker
• Organized
• Responsible

Work Location: This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 12/07/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
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

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.