Executive Assistant, Office of the Bursar

UNIVERSITY OF ST. MICHAEL’S COLLEGE
JOB OPPORTUNITY

Position Title: Executive Assistant, Office of the Bursar
Office: Office of the Bursar & CAO
Supervisor Project & Operations Manager
Hours: 24 hours per week
Compensation: A2: $52,268 /$58,075 / $69,690 (to be prorated to 68%)
Terms: Part-Time / Permanent / Non-Unionized-Exempt
Posting Date: February 14, 2023
Closing Date: March 3rd, 2023
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 Executive Assistant provides clerical support to the Bursar & CAO (“Bursar”) and Project & Operations Manager (“Manager”) at the Office of the Bursar & CAO.

Reporting directly to the Project & Operations Manager, the Executive Assistant provides clerical support for the Office. The executive assistant functions with hospitality, organizational acumen, efficiency, diplomacy and judgment while handling multiple priorities and addressing complex tasks and issues. The incumbent will perform complex clerical duties in support of the Bursar & CAO and Projects & Operations Manager and work with highly sensitive and confidential information with a high degree of integrity and judgment. The Executive Assistant works under minimal supervision. This is a remote work arrangement with on-campus attendance required on occasion.

DUTIES & RESPONSIBILITIES
• Provide sophisticated calendar management for Bursar and Manager.
• Provides a bridge for smooth communication between the Office of the Bursar & CAO and internal divisions.
• Assist the Bursar and Manager with the preparation of letters, reports, presentations, and summaries of programs and activities.
• Prioritize inquiries and requests while troubleshooting conflict
• Screens calls concerning department management, answers inquiries or refers to appropriate staff
• Liaise with all levels of administration, faculty and staff to coordinate schedules and resolve problems and issues related to clerical and administrative matters of an internal and external nature
• Participate in projects as directed by the Bursar or Manager
• Coordinate meetings and visits, including coordinating logistics for events (booking venue, audio-visual, catering, arrange accommodation for guests, etc.)
• Arrange financial reimbursements requested by the Bursar and Manager
• Collect documentation and data, and mail for the Office of the Bursar.
• Maintain Office of the Bursar confidential files.
• Order office supplies and maintain inventory of equipment and keys.
• Attending meetings and taking minutes
• Other duties as directed.

QUALIFICATIONS

• College diploma or acceptable equivalent combination of education and experience
• Minimum of 1-2 years of administrative support preferably in an academic setting
• Experience with calendar organization and scheduling
Experience in with computer applications, including Microsoft Office and Adobe applications
• Experience in maintaining, filing and processing financial statements
• Excellent attention to detail
• Excellent written and oral communication skills
• Excellent interpersonal skills exercising professionalism and discretion at all times
• Demonstrated self-directed and independent problem-solving work experience, including the ability to effectively work remotely
• Ability to exercise diplomacy dealing with staff, students and external contacts
• Ability to work collaboratively with other office staff, management and external stakeholders
• Knowledge of St. Michael’s College and the University of Toronto is an asset

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.