Project Coordinator and Office Administrator

University of Toronto - Toronto, ON (29 days ago)

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About us:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of Business, Operations and Strategic Affairs provides leadership to the overall operational management at the University of Toronto Scarborough (UTSC). The Office works collaboratively with senior leaders across the University to develop integrated long-term plans that bridge academic and research aspirations. The Office of Business, Operations and Strategic Affairs is responsible for administrative and operational functions for the following departments: Business Development (Retail & Conference Services, Food & Beverage Services, Aramark, external business ventures in the area of hospitality), Campus Safety & Security, Campus Planning & Analysis, Design & Construction Management, Facilities Management including Capital Projects, Financial Services, Information & Instructional Technology Services, Office of Sustainability, Partnerships & Legal Counsel, Community Development and Engagement, and N’sheemaehn Child Care Centre. The office’s goal is to ensure that financial and operational resources are aligned to provide a distinct university experience to its expanding student population.

Your opportunity:
Come and join the Office of the Chief Administrative Officer, Business, Operations and Strategic Affairs where you will work under the general direction of the Director of Operations, providing project/management support and administrative assistance. You will be responsible for coordinating and tracking of all capital, special project and committee meetings, activities and documentation as appropriate; working with the Director to establish and prepare project milestones and timelines, monitoring project activities and notifying the Director of problems; organizing capital, special project and committee meetings, serving as recording secretary at meetings; and generating status and summary reports as appropriate. This will involve providing administrative assistance when required in preparing procurement documents as well as providing administrative support to the Director and coordinating meetings and following up on action items with a thorough knowledge and understanding of the priorities of the office and the projects, and establishing and maintaining the filing/archiving system for the office.

Your responsibilities will include:
Resolving issues within the scope of the role and escalating problems as required
Scheduling appointments
Handling sensitive and/or confidential information
Generating reports
Maintaining filing system
Proofreading and fact-checking content
Scanning, filing and copying documents
Determining logistical details and activities for events and/or programming including audio-visual and catering needs

Qualifications:
Essential Qualifications:
Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum three (3) years related experience in project coordination, event coordination, and administration.
Demonstrated experience in coordinating scope of projects and administering the development life cycle from conceptualization to completion
Experience providing administrative support
Demonstrated experience in administering multiple projects and tasks simultaneously
Must have highly developed organizational, time management and communication skills
Excellent interpersonal and problem-solving skills and a commitment to delivering the highest level of customer service
Strong computer skills with experience in MS Office
Excellent administrative skills, knowledge and experience in filing systems and records management
Able to use tact, discretion, maintain confidentiality, flexibility and sound judgment
Possess a high degree of initiative and the ability to work in a diverse team environment
Ability to effectively manage multiple projects/tasks of varying complexities, meet deadlines and work well under pressure
Demonstrated commitment to accuracy; ability to work well as a member of a project team
Demonstrated professional demeanor when dealing with internal and external stakeholders

Assets (Nonessential):
Experience working in a similar office setting is desirable

To be successful in this role you will be:
Adaptable
Communicator
Organized
Problem solver
Punctual
Team player

Travel: None

Notes: Please note that this is a two-year term position.

A copy of the full job description is available upon request from the UTSC HR Office.

Employee Group: United Steelworkers (USW)

Appointment Type: Budget - Term

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 09 - $58,242 with an annual step progression to a maximum of $74,482. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field: Administration

Job Posting: Oct 15, 2019

Job Closing: Oct 27, 2019, 10:59:00 PM