Assistant to the Chair

University of Toronto

The University of Toronto invites applications for the position of Assistant to the Chair in the Department of Art History, Faculty of Arts & Science.

Your opportunity:

The Assistant to the Chair plays a key role in coordinating academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR), and serves as the department’s main point of contact with FAS Academic Human Resources. The position also provides general administrative support to the Department Chair in scheduling, correspondence, and ensuring effective communication both within the department and with external contacts. The position maintains department records and provides support to administrative initiatives including with scheduling, drafting agendas, taking minutes, dissemination of information, and ensuring follow-up on action items.

The incumbent provides logistical support for departmental operations and special events, including coordinating travel and hospitality for visiting speakers. The incumbent also develops and distributes promotional material in both digital and print formats, including for special events and overall departmental information. The position oversees the departmental website and social media presence in a way that is engaging to a variety of audiences and enhances the profile of the department.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items, maintaining filing system
• Applying established standards when administering tenure and promotion activities and when administering academic search activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Determining logistical details and activities for events and/or programming
• Identifying and reporting facility repair and/or maintenance needs
• Maintaining information on digital platforms and website
• Editing promotional and/or outreach materials
• Scheduling travel plans and requesting appropriate accommodations.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years' relevant experience with related executive assistant experience including experience liaising with internal and external contacts.
• Experience in a university setting with knowledge of academic procedures and policies as well as guidelines and practices
• Relevant experience writing and editing communication materials.
• Relevant experience updating digital platforms, including websites.
• Superior interpersonal and written and oral communication skills.
• Experience planning travel logistics.
• Administrative experience supporting events.
• Advanced skill levels using O365 such as Word, Excel, PowerPoint, OneDrive and SharePoint.
• Knowledge and experience utilizing HTML, illustrator, Photoshop, Acrobat Professional, or similar web and software tools.

Assets (Nonessential):

• Experience providing academic support with academic searches, tenure, promotion faculty, and sessional lecturer review processes.
• Sound judgment, excellent decision-making and problem-solving skills

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Multi-tasker
• Proactive
• Responsible

Lived

Experience

• Statement

• Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

• Job descriptions are available upon request for internal applicants.

• Diversity Statement

• The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

• Accessibility Statement

• The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

• The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

• If you require any accommodations at any point during the application and hiring process, please contact [email protected].

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