Executive Assistant and Communications Coordinator

Job Responsibility:

Date Posted: 07/26/2024 Req ID: 38900 Faculty/Division: Faculty of Arts & Science Department: Dept of Sociology Campus: St. George (Downtown Toronto) Position Number: 00056263

Description:

About us: The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs. We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world. The Department of Sociology at the University of Toronto is consistently the top-ranked sociology department in Canada and one of the best in the world. We have 30 faculty members and we are home to the Centre for Global Social Policy, created in 2013 to support collaborative, international research that speaks to pressing social policy concerns. The Department also houses the tri-campus graduate programs in sociology. We have internationally-renowned scholars with excellent track records for securing research funding, producing outstanding sociological research, and extensively mentoring our graduate students. Our collegial atmosphere encourages innovation and rigour in teaching and research. Your opportunity: Under the general direction of the Chair and with oversight from the Department Manager, the Executive Assistant and Communications Coordinator provides administrative support and coordination for academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR). The position serves as a key point of contact between the Department of Sociology and FAS Academic Human Resources. The position provides support to committees including with scheduling, drafting agendas, minute-taking and coordination and dissemination of associated materials as well as ensuring follow-up on action items. The incumbent implements communications plans to enhance the profile and reputation of the Department to a variety of audiences including the internal and external community, current and prospective students. The incumbent implements communication plans and develops and distributes promotional material in both digital and print formats, including for awareness campaigns and information sessions, special events and overall departmental information. The position maintains the departmental presence on social media and website 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
• Coordinating the preparation and distribution of promotional/outreach materials
• Maintaining information on digital platforms and website
• Editing promotional and/or outreach materials, drafting and editing speaking and briefing notes
• Maintaining social media presence

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years' relevant experience with related progressive executive assistant experience including experience liaising with internal and external contacts
• Experience providing academic support with academic searchers, tenure, promotion faculty, and sessional lecturer review processes, or equivalent similar administrative activities.
• Relevant experience implementing communications plans, writing and editing communication materials and managing social media communications presence
• Superior interpersonal and written and oral communication skills
• Demonstrated skills with communication plan implementation and coordination through to execution and evaluation of results
• Advanced skill levels using O365 such as Word, Excel, PowerPoint, OneDrive and SharePoint
• Strong skills with HTML, illustrator, Photoshop, Acrobat Professional, or similar web and software tools
• Strong knowledge of social media networking such as X, blogs, podcasts, LinkedIn, Instagram

Assets (Nonessential):

• Experience in a university setting with knowledge of academic procedures and policies as well as guidelines and practices

To be successful in this role you will be:

• Adaptable
• Communicator
• Diplomatic
• Efficient
• Organized
• Team player

Closing Date: 08/12/2024, 11:59PM ET Employee Group: USW Appointment Type : Budget - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: USW Pay Band 10 - $70,844. with an annual step progression to a maximum of $90,595. 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.