Administrative Assistant, Office of the President

Closed for Applications

The Administrative Assistant, Office of the President (“Administrative Assistant”) provides administrative, operational, and clerical support to the Office of the President and the Collegium of the University of St. Michael’s College (USMC).

  • Department
    Office of the President — Supervised by: Director, Office of the President and Secretary to the Collegium
  • Compensation
    $52K-$59K per year
  • Hours
    35 hours per week
  • How to Apply
    hr.stmikes@utoronto.ca
  • Terms

    UNIVERSITY OF ST. MICHAEL’S COLLEGE
    JOB OPPORTUNITY

    Position Title: Administrative Assistant, Office of the President
    Office: Office of the President
    Supervisor: Director, Office of the President and Secretary to the Collegium
    Hours: 35 hours per week
    Compensation: $52K-$59K per year
    Terms: Permanent / 3-month probation
    Posting Date: July 29, 2022
    Closing Date: August 12, 2022
    Apply to: hr.stmikes@utoronto.ca
    Attention: Human Resources
    (please include position title in subject line of email when submitting resume and cover letter)

    PROFILE
    The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology and one of the busiest and most important libraries on the University of Toronto campus.

    POSITION SUMMARY
    The Administrative Assistant, Office of the President (“Administrative Assistant”) provides administrative, operational, and clerical support to the Office of the President and the Collegium of the University of St. Michael’s College (USMC). The Administrative Assistant reports directly to the Director, Office of the President & Secretary to Collegium (the Director) on a wide variety of administrative and clerical duties involving the Office of the President and the Collegium, the USMC Board. The Administrative Assistant ensures that financial, reporting, filing, and some ceremonial responsibilities of the Office of the President are fulfilled promptly, professionally, confidentially, and accurately. The Administrative Assistant will work closely with the Director, President and Executive Assistant (EA), and has recurring contact with members of the Collegium, senior administrators, human resources, finance, faculty, and staff from across St. Michael’s. The Administrative Assistant is a confidential classification as the incumbent will be exposed to sensitive information with respect to employer-employee relations, policy development and Collegium discussions.

    DUTIES & RESPONSIBILITIES
    • Support the Office of the President and Collegium and its initiatives through effective, expedient administrative support.
    • Manage sensitive and confidential information—including salaries, employment decisions, governance decisions, and legal advice—with discretion.

    • Process invoices, expense reports, cheque and honorarium requests, and office finances with accuracy and efficiency.
    • Attend confidential meetings with the Director and/or President to take notes
    • Perform a wide variety of additional clerical functions, including document preparation, email distribution, filing, mail sorting/delivery, scanning, and data entry.
    • Organize and distribute official greetings, letters of congratulations/condolence, flowers, gifts, and other official gestures of the Office of the President and the Collegium, in collaboration with the Director and EA.
    • Generate, receive and maintain confidential and sensitive files, information and reports and ensure security of files.
    • Help the Director and EA prepare materials for governance meetings, i.e. Collegium and Senate.
    • Process invoices and offer administrative support for the Continuing Education Division while it is under the management of the Director, Office of the President.
    • Prepare the President’s expense reports & BMO Credit Card statements for approval by the Chair of the Collegium.
    • Prepare Senior Executive expense reports & BMO Credit Card statements for the Director, Office of the President, who oversees the approval process.
    • Assist the Director and EA with office management, supply orders, and organization.
    • Aid the Executive Assistant in the maintenance of confidential department and governance records.
    • Promote a positive image of the University by receiving visitors, responding to enquiries in person, via telephone or e-mail.
    • Other responsibilities as assigned.

    QUALIFICATIONS
    • Demonstrated ability to accurately complete sophisticated clerical tasks under tight timelines.
    • Maintain confidentiality of sensitive information
    • Excellent bookkeeping skills.
    • Excellent oral and written communication skills.
    • Proven ability to manage multiple priorities with strict deadlines.
    • Strong planning and organizational skills.
    • Demonstrated ability to handle complicated issues with tact and diplomacy while exercising discretion and maintaining confidentiality.
    • Record keeping principles and procedures.
    • Demonstrated ability to work collaboratively, organize, and prioritize in a complex and dynamic setting.
    • Proven ability to work independent of direct supervision and take initiative without specific instructions.
    • Prior experience in higher education preferred. Knowledge of USMC an asset.
    • Computer proficiency (Microsoft Office, Adobe), with the ability to learn and adapt to old systems and new technologies.

    EDUCATION
    • Bachelor’s degree and at least five years of experience in a relevant field (administration, bookkeeping, project management, or other related field) or an equivalent combination of education, training and experience.
    As an employee of the University, you must be fully vaccinated to be able to attend and perform duties on University premises as required, even if some or all of your duties can be performed remotely.

    To read about our exemptions please visit our Guidelines on Vaccination.

    We thank all applicants for their interest. Only those considered for an interview will be contacted.

    The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with
    disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

    All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

    If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.