Ea and Academic Administrator

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto - Canada's most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy. A unique place to work, learn and grow, OISE addresses current and emerging challenges with the scale, academic excellence and collaborative energy that few institutions in the world can claim.

The Department of Curriculum, Teaching and Learning is the largest of four departments at the Ontario Institute for Studies in Education (OISE). With a diverse community of tenured, research, and teaching stream faculty, the department offers a wide-range of graduate courses and programs relating to academic scholarship and professional practice.

Your opportunity:

The EA and Academic Administrator is a key member of the administrative team, supporting the academic administration of the department. Under the direction of the Manager, Finance and Administration, the incumbent is responsible for providing advanced administrative services within a fast-paced and high volume academic environment to the leadership team. The incumbent is responsible for coordinating all administrative activities associated with academic processes such as coordinating faculty recruitment, reviews, tenure, and promotion; maintaining graduate appointments for the department; managing appointments, reviews and contracts of faculty in limited-term or part-time streams, and assisting with sessional hiring. Taking initiative while working with the Chair and Department leadership team, the EA and Academic Administrator will manage the complex calendar of the Chair, develop and maintain a complex filing system, prepare background material to support the Chair's activities, collect information for the Chair as required, and will keep well informed on policies, rules, regulations, guidelines and relevant collective agreements. The incumbent will also provide administrative support to committees as required which includes scheduling, development of agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow up on action items.

Your responsibilities will include:

• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors.
• Applying established standards when administering academic search, tenure and promotion activities.
• Keeping well-informed on policies, rules, regulations, guidelines, and relevant collective agreements related to the academic life cycle.
• Liaising with senior leaders to coordinate and administer changes to faculty employment status.
• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Assessing, revising and following processes that support academic and administrative activities for the department.
• Maintaining senior staff calendars. Relaying and/or gathering information from senior leadership.

Essential Qualifications:

• Advanced College Diploma (3 years) and/or acceptable combination of equivalent experience.
• Minimum five years recent and related senior administrative/executive assistance experience in a busy academic or professional work environment, preferably within a University setting.
• Experience providing senior level administrative support including administering a busy calendar, preparing and monitoring cyclical schedules with upcoming events and deadlines, making travel and hotel arrangements and ensuring the administrative processes of a busy work environment functions efficiently.
• Experience with recruitment, involving tracking applications, drafting employment letters and creating and updating job postings.
• Experience working with committees, taking minutes and preparing written documents from minutes and/or notes.
• Experience providing academic support with academic searches, tenure reviews, promotions, leaves, and three-year reviewsor other related processes.
• Experience liaising with senior administrators and or faculty members, responding to and handling administrative matters of complex and sensitive nature.
• Experience in organizing the logistics of meetings andspecial events.
• Experience maintaining confidential records and files. Experience with preparing correspondence.
• Experience working with CUPE 3902, unit 3 collective agreement and/ or other related collective agreements.
• Advanced proficiency with Microsoft Office including Word, Excel, and Outlook. Thorough knowledge and proficiency with One drive and SharePoint.
• Familiarity with planning and data management tools. Capacity to summarize information and prepare reports.
• Proficiency with and knowledge of SuccessFactors (SF) and Quercus (Canvas) or similar systems.
• Excellent oral and written communication skills. Excellent interpersonal skills and a strong team player.
• Extremely well organized with excellent time management and the ability to organize complex tasks and meet strict deadlines. Ability to deal effectively and efficiently with a large volume of work in a timely manner. High tolerance for dealing effectively with busy and demanding clientele and meeting deadlines. Ability to manage multiple/competing deadlines and priorities.
• Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality.
• Excellent problem solving and analytical skills with the ability to assess urgency and prioritize tasks.
• Demonstrated meticulous attention to detail with an ability to oversee event logistics and to coordinate multi-step committee activities.
• Superior service orientation. Strongnote-taking skills.
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably and effectively.

Assets (Nonessential):

• Bachelor's degree preferred.
• Knowledge of the University of Toronto policies and the Academic Administrative Procedures Manual is desirable.
• Advanced excel skills with pivot table.

To be successful in this role you will be:

• Meticulous
• Organized
• Problem solver
• Responsible
• Tactful
• Team player

Closing Date: 02/07/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $75,223. with an annual step progression to a maximum of $96,196. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Jennifer Tucker

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.