Executive Assistant and Academic Administrator

Description:

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 collaborativeenergy that few institutions in the world can claim.

The Department of Leadership, Higher and Adult Education (LHAE) at the Ontario Institute for Studies in Education is a dynamic and inclusive learning community comprised of scholars focused oneducational leadership and administration, policy and change, social justice and community engagement.

LHAE offers three graduate programs that consider education across the lifespan: Adult Education and Community Development, Educational Leadership and Policy, and Higher Education. These programs are enriched by our internationally-recognized faculty and the diversity of our students.

Your opportunity:

The EA and Academic Administrator is a key member of the administrative team, supporting the academic administration of the department. Under the general direction of the Chair, Associate Chair and the Manager, 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 Chairas 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:

• Assessing, revising and following processes that support administrative activities and objectives
• Applying established standards when administering academic search, tenure and promotion activities
• Keeping well-informed on policies, rules, regulations and guidelines related to academic life cycle
• Preparing draft statistical reports and summaries from data collected
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors
• Handling sensitive and/or confidential information
• Relaying and/or gathering information from senior leadership

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration 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 working with committees, taking minutes and preparing written documents from minutes and/or notes.
• Experience providing academic support with academic searches, tenures, promotions, leaves, and three-year reviews or other related processes.
• Experience with recruitment, involving tracking applications, drafting employment letters and creating/updating job postings.
• 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 and specialevents.
• Experience maintaining records and files. Experience with preparing correspondence.
• Experience providing administrative support to advancement/development related activities.
• Experience working with CUPE 3902 units 1and 3 collective agreements and/or other related policies/agreements.
• Advanced proficiency with Microsoft Office including Word, Excel and Outlook. Thorough knowledge and proficiency with OneDrive and SharePoint
• Familiarity with planningand 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. Excellentinterpersonal, problems solving and analytical skills.
• Extremely well organized and the ability to meet strict deadlines. Ability to assess urgency and prioritize tasks.
• Exercises strong judgment and exhibits diplomacy and tact while maintaining strict confidentiality.
• Superior service orientation. Strong note-taking skills.
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully, personably and effectively with all senior academic administrators, faculty, staff and students and members of the public.

Assets (Nonessential):

• Knowledge of the University of Toronto policies and the Academic Administrative Procedures Manual is desirable.

To be successful in this role you will be:

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

Closing Date: 09/28/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $76,577. with an annual step progression to a maximum of $97,928. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Madelaine Panoulias

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.