Administrative Assistant, Office of the President & Vice Chancellor

UNIVERSITY OF ST. MICHAEL’S COLLEGE

JOB OPPORTUNITY

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 (the “Administrative Assistant”) provides administrative, operational, and clerical support to the Office of the President and the governance bodies of the University of St. Michael’s College (“USMC”), namely its board (Collegium) and senate. The Administrative Assistant reports directly to the Director, Office of the President (the “Director”) on a wide variety of administrative and clerical duties involving the Office of the President and university governance. 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, senate, 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 AND RESPONSIBILITIES

• Support the Office of the President 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 track office finances with accuracy and efficiency.
• 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/condolences, flowers, gifts, and other official gestures of the Office of the President and the Collegium, in collaboration with the Director and EA.
• Consistently maintain a number of institutional processes, including the management of the institutional calendar, nomination submissions for university honours, and tracking news alerts.
• Generate, receive, and maintain confidential and sensitive files, information, and reports and ensure security of files.
• Help the Director and EA prepare materials and coordinating logistics for governance meetings, i.e. Collegium, Senate, and their respective committee meetings.
• Prepare the President’s expense reports & credit card statements for approval by the Chair of the Collegium.
• Prepare the Director’s credit card statements for approval by the President.
• Assist the Director and EA with office management and supply orders including the organization and inventory of branded merchandise and promotional materials for special guests and Collegium members.
• Aid the EA 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.

SKILLS & 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 or College Diploma
• Minimum of two years of experience in a relevant field (administration, bookkeeping, project management, or other related field) or an equivalent combination of education, training and experience.

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.