Executive Assistant to the Vice-Deans

Job Description

Executive Assistant to the Vice-Deans <p><strong>Date Posted: </strong>09/05/2025<br /><strong>Req ID:</strong> 45073<br /><strong>Faculty/Division:</strong> UofT Scarborough<br /><strong>Department:</strong> UTSC:Ofc of the Vice-Prin (Acad) & Dean<br /><strong>Campus:</strong> University of Toronto Scarborough (UTSC)</p><p> </p><p><strong>Description:</strong></p><p> </p><strong><u>About Us</u></strong></p> </p>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.</p> </p>The Office of the Vice-Principal Academic and Dean provides leadership in academic programming and services to the campus, ensuring a positive and academically responsive environment to change. Within the broader University community, the Vice-Principal Academic & Dean represents the policies and points of view of U of T Scarborough. Within U of T Scarborough, the Vice-Principal & Dean promotes the teaching, research, and scholarship of the faculty, the career development of the administrative staff, and the overall well-being of students.</p> </p><strong><u>Your Opportunity</u></strong></p> </p>The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness, independent judgment, and a need to maintain absolute confidentiality regarding sensitive human resources and labour relations issues within the Office of the Vice-Principal Academic and Dean (Office of the Dean) and Vice-Dean and Associate Dean's portfolios and across the Campus.</p> </p>Under general supervision of the Senior Manager, Academic Finance and Administration, the Executive Assistant is responsible for providing confidential executive and administrative support to the Vice-Dean, Faculty Affairs, Equity and Success, the Vice-Dean, Recruitment, Enrolment and Student Success, the Vice-Dean, Graduate & Postdoctoral Studies, the Vice-Dean, Graduate & Postdoctoral Studies, and the Vice-Dean, Teaching, Learning and Undergraduate Programs and Associate Dean, Undergraduate Programs & Curriculum.</p> </p>Major responsibilities include the efficient and effective operation of the Vice-Dean and Associate Dean’s offices by planning, coordinating and implementing administrative activities; providing a high level of executive and administrative support to the Vice-Deans and Associate Dean in areas such as: faculty affairs, including compliance with policy and handling of faculty disclosures, complaints and UTFA grievances i.e., civility, discrimination, harassment, etc.; academic staffing matters, instructor affairs and compliance issues including CUPE 3902, Unit 1, 3 & 5 grievances; undergraduate program development; curricular and pedagogical innovation and renewal; experiential learning; and learning technologies and spaces. Also provides support for confidential initiatives related to faculty conduct and academic unit efficiency and functioning (e.g., leadership development, coaching programs, conduct-related faculty education programs, nominations and awards, external reviews).</p> </p>The incumbent provides organizational support to the Vice-Deans and Associate Dean on a wide range of programming and academic issues, including equity matters seminar series, faculty mentorship initiatives, faculty development programming such as new faculty orientation, career series workshops, student recruitment, retention and scholarships, major undergraduate events, competitive grant programs; teaching awards; and funding opportunities connected to undergraduate programming; as well as supporting calendaring of tasks associated with adherence to academic HR timelines and approval pathways and the annual curriculum and review cycle.</p> </p>The Executive Assistant is responsible for accommodating requests to meet with the Vice-Deans and Associate Dean while identifying matters of high importance, understanding necessary sequencing of meetings to accomplish complex issues management; resolving issues and answering inquiries independently based on the understanding of the Vice-Dean and Associate Dean’s portfolio and priorities; implementing and maintaining highly effective and professional office procedures in a complex, high volume environment; anticipating administrative requirements to be proactive and supportive of the Vice-Dean and Associate Dean’s activities and independently composing complex and sensitive correspondence.</p> </p>This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (<a href="https://governingcouncil.utoronto.ca/secretariat/policies/equity-diversity-and-excellence-statement-december-14-2006" target="_self" rel="nofollow">Statement on Equity, Diversity & Excellence</a>). 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.</p> </p><strong><u>Minimum Qualifications:</u></strong></p> </p><ul><strong>EDUCATION: </strong>University degree or an equivalent combination of education and experience.</li></ul> </p><ul><strong>EXPERIENCE: </strong> Must have a minimum of five years’ experience supporting senior executive(s) with responsibility for office management, communication and events management preferably in a University setting. Must have experience drafting correspondence, preparing briefing packages, applying and working with policies and procedures and organizing and coordinating special events. A thorough understanding of diversity, equity, and inclusion (DEI) frameworks is also required. Demonstrated experience in liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature.</li></ul> </p><ul><strong>SKILLS: </strong>Proficiency in Microsoft Word, Excel, PowerPoint, electronic scheduling software and e-mail. File management platforms, i.e., SharePoint. Must be familiar with the internet and web posting. Demonstrated attention to detail and accuracy. Must have excellent organizational, planning and communication skills and excellent writing and editing skills. Demonstrated ability to track, manage and compile information and data.</li></ul> </p><ul><strong>OTHER: </strong> Must have the ability to deal in a responsive, highly professional and timely manner with contacts on behalf of the Vice-Deans and Associate Dean and exercise a high degree of tact and judgement in managing contacts and to analyze information and prepare documents within the parameters set by the Vice-Deans and Associate Dean. Must have strong relationship building skills and the ability to effectively and positively interact with all levels of campus and University administration. Must be able to work under the pressure of multiple deadlines and conflicting priorities and be able to work independently and as part of a team. Requires a strong knowledge and understanding of University structures, Campus and Departmental priorities as well as a strong understanding of University/Campus policies and procedures.</li></ul> </p><strong>NOTE:</strong></p> </p><li>This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's <a href="https://people.utoronto.ca/wp-content/uploads/2021/07/1.-Alternative-Work-Arrangements-Guideline.pdf" target="_self" rel="nofollow">Alternative Work Arrangements Guideline</a>.</li></ul> </p><p> </p><p><strong>Closing Date: </strong>09/19/2025, 11:59PM ET<br /><strong>Employee Group:</strong> Salaried<br /><strong>Personnel Subarea:</strong>PM<br /><strong>Appointment Type</strong>: Budget - Continuing<br /><strong>Schedule:</strong> Full-Time<br /><strong>Pay Scale Group & Hiring Zone: </strong>PM 1 -- Hiring Zone: $76,641 - $89,415 -- Broadband Salary Range: $76,641 - $127,734<br /><strong>Job Category: </strong>Administrative / Managerial</p> .buttontext00b26598368a4abe a{ border: 1px solid transparent; } .buttontext00b26598368a4abe a:focus{ border: 1px dashed #25355a !important; outline: none !important; } <p><strong>Diversity Statement</strong></p><p>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.<br /><br />As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see <a href="http://uoft.me/UP" rel="nofollow">http://uoft.me/UP</a>.</p><p><strong>Accessibility Statement</strong></p><p>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.<br /><br />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.<br /><br />If you require any accommodations at any point during the application and hiring process, please contact <a href="mailto:uoft.careers@utoronto.ca" rel="nofollow">uoft.careers@utoronto.ca</a>.</p><br /><strong>Job Segment: </strong>Administrative Assistant, Event Planning, Office Manager, Secretary, Executive Assistant, Administrative, Hospitality </p>