Administrative Assistant IITS

Date Posted: 07/21/2023
Req ID: 32932
Faculty/Division: University of Toronto Scarborough
Department: UTSC:Info & Instructional Tech Services
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00049966

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.

Information & Instructional Technology Services (IITS) provides the technological vision and leadership for the development and implementation of information systems, processes, and associated technology to support the University of Toronto Scarborough Campus' academic mission and administrative operation. IITS works closely with faculty, staff, and student groups to provide timely, top-quality service, and technological solutions across the University of Toronto Scarborough community. Discover a campus filled with energy, culture and world-changing ideas and facilities. A place where diversity fuels innovation.

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:

The Administrative Assistant will provide high-quality support services to a diverse range of administrative, financial and procurement-related activities. You will work under the direction of the Business Officer and support the day-to-day operations of the IT department by drafting, editing and preparing various internal and external correspondence and reports. You will collect, organize and disseminate information in a timely manner ensuring the efficient flow of data and information to fulfill business objectives. You will be the primary point of contact for designated tasks and will leverage your organization and time management skills to balance multiple priorities to ensure consistent, high-quality services

You are comfortable working in a digital environment and committed to using technology to advance your work and streamline administrative processes.

Your responsibilities will include:

• 
  Provides support to financial activities by verifying the accuracy and completeness of billing information, recording or verifying transactions, and collaborating on cost estimates
• Provides support to procurement activities by acting as the first point of contact for purchasing enquires and liaising with internal and external contacts to facilitate purchasing and/or procurement processes
• Providing detailed information on telecommunications, supplier billing, and equipment records
• Disseminating requests to telecommunications carriers or suppliers for action
• Providing administrative support by handling sensitive and/or confidential information, disseminating information in a timely manner, and generates various reports and documents
• Provides detailed information on processes, policies and procedures to internal and external stakeholders
• Coordinating tasks for assigned projects and other strategic initiatives with stakeholders
• Identifying and introducing variations to established administrative processes

Essential Qualifications:

• 
  Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years related administrative experience in a fast-paced office environment, preferably within a university setting
• Experience with procurement and vendor management
• Experience maintaining, tracking, and assessing inventory data and generating reports
• Strong grasp of accounting and financial fundamentals with the ability to analyze financial information and generate financial reports
• Experience drafting, editing, and preparing a variety of written documentations and correspondence
• Strong proficiency with MS Office 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint, etc.)
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• High quality customer service skills with the ability to produce high quality work and to work well under pressure in order to meet deadlines
• Good judgment and decision-making skills with the ability to deal with confidential materials and matters with discretion and diplomacy
• Strong time management and organizational skills with the ability to work efficiently and productively in a fast-paced environment
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• 
  Experience with the University’s Financial Information System (FIS)

To be successful in this role you will be:

• 
  Communicator
• Meticulous
• Multi-tasker
• Organized
• Tactful
• Team player

NOTES:

• 
  This is a one-year TERM opportunity until August 2024
• A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 08/04/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 - $60,006 with an annual step progression to a maximum of $76,739. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.