$59,453–$92,746 a year
Full Job Description
Date Posted: 09/14/2022
Req ID: 27207
Faculty/Division: Faculty of Arts & Science
Department: ARTSC: Ofc of the Dean
Campus: St. George (Downtown Toronto)
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.
We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.
Academic Human Resources provides a full range of academic human resources services to over 70 client departments in the Faculty of Arts and Science. Under the general direction of the Coordinator, Academic HR, Equity & Special Projects, the incumbent is responsible for performing day-to-day activities that will assist in the smooth and efficient operation of the Academic HR Office. The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgment, and a need to maintain absolute confidentiality regarding sensitive human resources issues. The incumbent provides a broad range of project and administrative support to the Academic HR Team as they relate to academic searches, salaries, appointments, promotion, tenure and sabbatical leaves. They are required to use initiative and exercise good judgment in handling inquiries independently or referring them appropriately.
Specific duties include: maintaining complex filing systems and records relating to academic staff, and departments/colleges; screening visitors, reading all incoming mail; processing invoices; assisting with the collection and coordination of data; making arrangements for committee meetings; assisting with the preparation of reports/analysis relating to academic salaries and other statistics as they relate to the Faculty of Arts and Science staff complement.
The Academic HR Assistant will actively participate on ad hoc projects as assigned by the Assistant Director, Academic HR and the Coordinator, Academic HR, Equity and Special Projects. The incumbent will proactively identify opportunities to streamline reporting and tracking mechanisms and make recommendations of the same to the Assistant Director, Academic HR and the Coordinator, Academic HR, Equity and Special Projects. The incumbent is also responsible for effectively administering the Arts and Science Faculty Website and Academic HR SharePoint and ensuring all policies and best practices are up to date.
The incumbent will develop close working relationships with staff from the Office of the Dean, Vice-Deans and Finance; staff from the Chairs, Directors and Principals Offices across the St. George Campus, UTSC and UTM; as well as staff in the Office of the Vice-Provost, Faculty & Academic Life.
EDUCATION: University degree and courses leading to or completion of CHRP or an acceptable equivalent of education and experience.
EXPERIENCE: Minimum two years’ related office administration and web administration experience, preferably in a post secondary environment. Experience providing support to a team including dealing with constant interruptions and multi-tasking work priorities. Experience organizing and maintaining files. Demonstrated experience dealing with a diverse client group. Experience with scheduling and coordinating meetings including committees and events. Experience working with databases, entering data and preparing reports.
SKILLS: Advanced computer skills including proficiency with MS Office (Word, Excel, Access and Visio); Website development and CMS; graphics software; and PDF creation software (Adobe Acrobat Professional). Demonstrated experience working with databases and HRIS software; Strong organizational and interpersonal skills; strong administrative skills; and excellent web administration skills.
OTHER: Familiarity with Human Resources protocols and practices; knowledge and understanding of academic health and benefit plans. Good knowledge of University of Toronto employment policies and procedures and resources, in particular academic policies. Demonstrated customer service orientation; ability to communicate effective both orally and in writing; ability to take initiative and work independently; tact in dealing with difficult or sensitive situations; ability to set own work priorities based on an understanding of the priorities of the Human Resources Office, as well as those of the client departments; sound judgment when responding to questions on policy and/or procedures. Works cooperatively with others as part of a team. Must be able to maintain confidentiality. Demonstrated ability to update and present creative, accurate, relevant, effective and well-organized web materials. Demonstrated ability to learn new technologies and remain up to date in the area of website administration. Strong awareness and interest in the field of human resources.
Internal applicants may request for a job description at firstname.lastname@example.org
Closing Date: 09/22/2022, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget – Continuing
Pay Scale Group & Hiring Zone: C2 – Hiring Zone: $59,453 – $76,100 – Broadband Salary Range: $59,453 – $92,746
Job Category: Administrative / Managerial