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.
Founded in 1935, the Department of Geography & Planning is one of the oldest and largest geography departments in North America. Geographers study the spatial dimensions of human and biophysical activity, while planners help local and regional communities envision their future and find ways to get there. Located in downtown Toronto, our department lies in a sophisticated, harmonious geography and planning environment. Together, our programs reflect the diversity of the field, which we see as a source of intellectual excitement and strength.
Under general supervision of the Business Officer, the incumbent provides front-line reception and administrative support to the Department. Specific duties include: receiving visitors and responding to inquiries; answering the main departmental telephone line – screening calls, providing general information and redirecting calls as required; handling incoming and outgoing mail and courier; faxing and photocopying requests; assisting the graduate and undergraduate programs; coordinating room and equipment bookings; setting up equipment for teleconference and video conference calls; assisting with meetings and events; ordering supplies and maintaining office equipment; processing key deposits in the financial information system (FIS); and assisting with space, facilities and room allocations for faculty and students; maintaining a database of key and room allocations; posting content to departmental websites and providing administrative assistance to other front office staff.
Your responsibilities will include:
Responding to enquiries within the defined scope of the role and redirecting as appropriate
Booking rooms and arranging appropriate accommodations
Determining logistical details and activities for events and/or programming
Booking audio-visual and/or computer equipment
Editing content for brochures, newsletters, websites and/or handbooks
Preparing and recording deposits on a regular basis
College Diploma (2 years) or acceptable combination of equivalent experience.
Minimum two years of recent and related front-line customer service experience in an academic department or a post-secondary department/unit.
Experience providing routine answers to a wide variety of stakeholders.
Experience with FIS or similar financial processing systems.
Experience with record keeping, tracking and maintaining spreadsheets and databases.
Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements.
Experience with office allocation.
Experience with key management and FOB systems.
Experience updating and maintaining websites.
Experience providing undergraduate and graduate administrative support and working with students, faculty and prospective students.
Experience with collecting and tracking deposits and minute-taking.
Excellent communications (oral and written) skills with the ability to communicate with tact, diplomacy and maintain confidentiality.
Advanced computer skills with Microsoft Office (e.g. Excel, Word, Outlook).
Intermediate skills in Wordpress or other comparable content management system.
Advanced skills with USource or comparable system.
Intermediate skills with Salto or comparable system.
Excellent organization, time management and problem-solving skills with ability to multi-task and meet strict deadlines.
Advanced data entry skills and ability to create, maintain and update databases.
High degree of initiative and a meticulous attention to detail.
Ability to manage workload with changing priorities.
Knowledge of the Department of Geography and Planning is an asset.
To be successful in this role you will be:
This is a term position ending January 2021 with the possibility of renewal.
A copy of the detailed job description is available upon request from the Faculty of Arts and Science HR Office by emailing: email@example.com.