Executive Assistant To The Director

Date Posted: 03/06/2025
Req ID: 42006
Faculty/Division: Dalla Lana School of Public Health
Department: Inst of Health Policy, Mgmt & Evaluation
Campus: St. George (Downtown Toronto)
Position Number: #

Description:

About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which played a critical role in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $76 million in research funding per year, including more than $31.5 million held at DLSPH, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change (response), implementation and improvement sciences, preventable disease through vaccines and prevention through (and) wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas.

Your opportunity:

The Institute of Health, Policy, Management and Evaluation (IHPME) has the largest and most productive group of scholars working in health policy, health services, health informatics, clinical epidemiology and health care research in Canada today. Our students represent all sectors of the health care system; we have consistently been able to attract exceptional applicants from diverse backgrounds with a wealth of experiences. Our alumni have moved into leadership positions throughout the health care system and remain actively involved in ensuring we achieve our goals. Our donors and partners have been very generous in terms of developing and supporting new initiatives and addressing the financial needs of our students.

As the Executive Assistant you will provide a high level of administrative support to the Director, IHPME. Your role will involve serving as a primary resource for departmental inquiries, liaising with internal and external stakeholders, maintaining the Director’s calendar, coordinating the academic promotions and tenure review processes, drafting and editing correspondence and supporting various projects, events and initiatives. Your stellar communication and organizational skills combined with your high degree of professionalism and confidentiality will be essential to your success in this role.

Your responsibilities will include:

1. Acting as the first point of contact for general enquiries and responding to enquiries within the defined scope of the role.
2. Coordinating tasks for projects and other strategic initiatives and informing project leaders/senior staff of impending deadlines, issues and roadblocks.
3. Providing support with academic searches including tracking the status of applications, uploading documents to the online recruitment system, circulating documents, collecting feedback from search committee members and preparing contracts using templates.
4. Providing support to the tenure and review process by implementing plans and process improvements for tenure and review activities, collecting feedback from committee members, preparing draft statistical reports and summaries, collecting and filing dossier materials and passing on dossiers to committee members for review.
5. Coordinating meeting schedules including booking rooms, scheduling travel plans, arranging catering, booking audio-visual, developing agendas, taking and distributing meeting minutes, materials, action and follow-up items.
6. Writing routine documents and correspondence including drafting internal and external correspondence and editing content for brochures, newsletters, websites and/or handbooks.
7. Updating and maintaining database records and collating and organizing data for various reports.
8. Determining logistical details and activities for events and/or programming.

Essential Qualifications:

1. Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
2. Minimum three (3) years related experience in a senior administrative role preferably within an academic institution.
3. Demonstrated experience supporting senior administrators including managing calendars, scheduling multiple meetings, coordinating travel arrangements and booking accommodations.
4. Experience with project coordination and proven ability to coordinate multiple projects simultaneously.
5. Demonstrated experience with academic searches and the tenure review process.
6. Experience writing and editing correspondence materials and preparing status reports.
7. Experience providing support to committees (i.e. taking and transcribing meeting minutes, preparing agendas, making logistical arrangements).
8. Experience applying policies and procedures.
9. Demonstrated experience maintaining databases.
10. Experience compiling information for reports, documents or correspondence.
11. Experience providing support to events.
12. Advanced technical proficiency and expertise in Microsoft Office Suite (Word, Excel, Access).
13. Exceptional interpersonal and communication skills, both oral and written.
14. Superior customer service skills; ability to work effectively with faculty members and other key stakeholders.
15. Ability to work professionally with confidential information.
16. Ability to interpret requirements and develop processes and procedures.
17. Demonstrated ability to work independently but must also be able to work collaboratively in a team environment.
18. Superior organizational and time management skills with an ability to prioritize, multi-task and meet deadlines.
19. Effective problem solving, tact, discretion and good judgement in dealing with confidential information.

To be successful in this role you will be:

1. Approachable
2. Articulate
3. Efficient
4. Multi-tasker
5. Organized
6. Team player

Closing Date: 03/14/2025, 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
Recruiter: Amanda Krmek

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged, and their lived experience shall be taken into consideration as applicable to the posted position.