University of Toronto

Founded in 1827, the University of Toronto has evolved into Canada’s leading institution of learning, discovery and knowledge creation. We are proud to be one of the world’s top research-intensive universities, driven to invent and innovate.

University of Toronto Toronto, ON, Canada
Jan 22, 2019
Part Time
Events and Program Coordinator   Job Number :   1805482   Faculty / Division :   Faculty of Arts and Science   Department :   Munk School of Global Affairs and Public Policy   Campus :   St. George (downtown Toronto)      Description :    Under the general direction of the Director of the Centre for the Study of the United States, the person in this post performs a wide and dynamic range of administrative duties associated with the academic and extra-curricular programming for the Centre and its American Studies Program, and is responsible for the smooth running of its administrative operations. The person is also responsible for administering and organizing the academic and extra-curricular initiatives and events. The incumbent is the key liaison with the Munk School administration and its constituent centres/institutes, as well as with the faculty of Arts + Science at the University. Specific Duties include : organizing, planning and executing logistics of events such as conferences, workshops, and public lectures; producing, editing, and proof-reading promotional materials and creating graphic designs and layout (course brochures, event posters, flyers, programs and other publicity) for advancement, outreach, events and promotional purposes; administering the Undergraduate program including responding to student enquiries, coordinating and scheduling of courses and exams, coordinating course registration, maintaining student records and files, student awards and internship, course registration and reporting; administering the coordination of the hiring of instructors and teaching assistants and providing program communication including updating the website and using social media tools. Other administrative duties include : overseeing the daily operations of the Centre and performing general office administrative duties; coordinating appointments, meetings and speaking engagements for the Director based on knowledge of his/her activities and priorities; working with databases and preparing reports and statistics; providing administrative support to committees and taking minutes; ordering supplies; distributing and maintaining records of office keys; communicating with visitors regarding immigration, work permits and/or reimbursements for events; maintaining and updating email lists for public outreach; liaising with partner programs and departments; assisting with maintaining email contact lists and supervising work study students.   Qualifications :      Education : Bachelor Degree or acceptable equivalent combination of education and experience.   Experience : Minimum three (3) years recent and related experience in planning, coordinating and administering events and providing administrative support in a postsecondary academic environment. A knowledge of and familiarly with academic and professional communities relevant to the Centre for the Study of the United States. Demonstrated solid experience in coordinating and planning small to major events. Experience overseeing the daily administration of an office. Experience coordinating and scheduling appointments, meetings, and calendars. Experience working with committees and taking minutes. Knowledge of guidelines regarding undergraduate programs, and collective agreements concerning faculty and CUPE 3902 Units’ appointments and other related collective agreements. Experience with maintaining websites and email lists. Experience with providing detailed explanations on programs of study and other related information. Experience with coordinating Undergraduate administrative processes. Working knowledge and understanding of registration, enrolment, programs and courses in a post-secondary school environment. Experience developing and maintaining records and files. Demonstrated experience with preparing and editing content for communication, promotion and event material. Experience and proficiency in using design software (e.g. InDesign, Photoshop and Dreamweaver).Experience working with databases and providing statistical reports. Experience supervising work study students.   Skills : Advanced skills working in the ROSI system or other related student databases. Advanced skills in Microsoft office including Excel, Word, PowerPoint, Access and email applications; HTML skills and/or other web editing tools for updating websites. Knowledge of web design WordPress, Photoshop and Publisher skills required. Advanced skills using social medial tools. Excellent oral and written communication, interpersonal, organizational, problem-solving and time management skills.   Other : Demonstrated ability to interpret guidelines, and converse cooperatively and professionally with students, staff, faculty and members of the public. Ability to work with multiple deadlines in a busy environment. Shows accuracy and attention to detail. Shows initiative and the ability to work both independently and within a team environment. Ability to exercise flexibility, tact, judgment and diplomacy. Willingness to upgrade skills as needed. Interest in students and in an intellectual and community-building in a university setting is an asset.   Travel :   None     Notes :   Please note this is 70% part time position.   Employee Group :   United Steelworkers (USW)     Appointment Type :   Budget - Continuing   Schedule :   Part-time   Pay Scale Group and Hiring Rate :   USW Pay Band 09 -- $56,272 with an annual step progression to a maximum of $71,963. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.         Part Time Percentage of FTE :   70       Job Field :   Administration   Job Posting :   Jan 21, 2019   Job Closing :   Jan 29, 2019, 11:59:00 PM