Executive Assistant, Office of the Bursar

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 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
• 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
• Disseminate agendas and documents for various committee meetings, including the Finance & Audit Committee, the Investment Committee, the ESG Committee, and the Merchandising Committee
• Coordinate meetings and visits, including coordinating logistics for events (booking room/venue, audio-visual, catering, arrange accommodation for guests, etc.) and taking meeting minutes
• Book conferences and make travel and accommodation arrangements as requested
• Maintain Office of the Bursar confidential files
• Order office supplies
• Other duties as directed to support the Office of the Bursar

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 with computer applications, including Microsoft Office, Adobe, Zoom and Teams
• 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 the University 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.