Assistant to the Chair

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 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 Departments of Anthropology and Sociology, at the University of Toronto Scarborough, consist of award-winning faculty who combine active and productive research programs with teaching innovation and excellence. Many of the Faculty’s expertise extend well beyond Canada to cover all regions of the globe. All our programs focus on teaching the core skills of critical thinking, qualitative and quantitative research methods and analysis, and excellence in writing. The programs are designed to intrigue and satisfy students’ curiosity, to nourish their mind, and to equip students to become effective citizens of the global community.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members Statement on Equity, Diversity & Excellence. Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

Working under the general direction of the Chairs, the incumbent provides administrative support to the Department of Anthropology and Department of Sociology and confidential administrative support to the Chairs. Working in a collaborative team environment, the incumbent supports the Chairs with academic processes including PTR (progress through the ranks), promotions, tenures, interim reviews, searches, and research leaves; coordinating all aspects of an intensive appointment schedule including providing logistical support for meetings and events; and ensuring the efficient day-to-day administration of the Chair’s Office.

Your responsibilities will include:

• Applying established standards when administering academic search activities
• Preparing draft employment letters using templates
• Applying established standards when administering tenure and promotion activities
• Determining logistical details and activities for events and/or programming. Scheduling travel plans and requesting appropriate accommodations.
• Fostering cooperative working relationships with a wide variety of internal and external contacts
• Taking and distributing meeting minutes
• Handling sensitive and/or confidential information
• Updating and maintaining records

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of related secretarial and administrative experience
• Demonstrated experience with academic processes such as searches, tenures, promotions and research leaves
• Demonstrated experience providing administrative support in a service-oriented department
• Demonstrated experience editing content for brochures, newsletters, websites and/or handbooks
• Experience in a university setting with knowledge of academic policies, procedures and regulations
• Strong computer skills as applied to databases, spreadsheets, word processing and, with strong proficiency with MSOffice applications (Outlook, Excel, Word, PowerPoint)
• Strong skills with software for document management, such as SharePoint, and with scheduling software, e.g. Doodle, When2Meet
• Working knowledge of SuccessFactors or other online application systems
• Demonstrated ability to exercise tact, good judgment and diplomacy when dealing with students, faculty and staff
• Strong interpersonal skills and highly service-oriented with a genuine commitment to fulfill the department's mission and to offer quality service while fostering positive working relationships with all areas of the University
• Excellent communication (verbal and written), analytical and organizational skills
• Ability to multi-task and deal effectively with competing priorities
• Ability to work well under pressure and maintain confidentiality
• Must show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Familiarity with the University of Toronto's policies, rules, guidelines and procedures
• Knowledge of SharePoint MS Teams and OneDrive

To be successful in this role you will be:

• Communicator
• Efficient
• Meticulous
• Organized
• Resourceful
• Responsible