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About the Role

The Executive Assistant (EA) provides senior-level administrative and operational support to the Dean, acting as the main point of contact for academic areas, finance, and administration within OISE. The EA also supports academic human resources services, including advising on policies, participating in HR processes, drafting correspondence, developing training, and supporting onboarding and development programming. This role requires a thorough knowledge of OISE's priorities and a strong understanding of university policies, procedures, and decision-making structures.

Responsibilities

Act as the main point of contact for all academic areas and programs, finance, administration and management at OISE.
Keep abreast of all activities to knowledgeably support the Dean and ensure key institutional priorities are met.
Advise on the interpretation and application of policies and procedures related to academic searches, appointments, promotions, tenure, academic leaves, etc.
Participate in annual processes such as academic searches, salary increases, research and study leaves and promotions reviews.
Draft correspondence regarding the employment of academic staff and academic HR matters.
Develop and deliver training workshops for administrative staff on academic HR matters.
Support faculty life onboarding and development programming.
Provide executive-level administrative support to the Dean.
Provide effective academic human resource administration.

Requirements

Minimum 5 years of experience in a senior/executive administrative role, preferably in an academic environment.
Demonstrated experience handling matters of a confidential and sensitive nature.
Excellent knowledge of University policies and procedures and an understanding of the University’s organizational structure, including its governance and decision-making processes.
Excellent knowledge of the University’s academic policies and practices as they pertain to full-time and part-time academic appointments, tenure, promotions, leaves and salary administration.
Sound knowledge of collective agreement interpretation and administration.
Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment.
Proven effectiveness relating to all levels of the University – academic administration, faculty, staff, students, and external partners and collaborators.
Knowledge of relevant Faculty and University policies.

Skills

Strong planning, prioritization, and organizational skills.
Strong research, writing, communication, presentation, interpersonal, analytical and numeracy skills.
Demonstrated problem-solving ability.
Initiative, diplomacy and tact.
Ability to exercise judgment in prioritizing the work of the Dean.
Ability to effectively deal with a variety of tasks and strict deadlines.
Ability to frequently adjust priorities, to work under the pressure of multiple deadlines and conflicting priorities.
Ability to handle matters of a confidential and sensitive nature.
Ability to supervise staff effectively.
Excellent computer skills (Word, Excel and PowerPoint, MS Teams, Outlook, Zoom).
Ability to analyze information and prepare documents within the parameters set out by the Dean.
Great attention to detail.

Location

St. George (Downtown Toronto)

Work Type

Full-time

Experience Level

Minimum 5 years of experience in a senior/executive administrative role

Education Level

University degree or an equivalent combination of education and experience.

About the Company

The Ontario Institute for Studies in Education (OISE) is an international leader in graduate education, initial and continuing teacher education, and research in education and human development.
As one of the largest and most research-intensive faculties of education in Canada, OISE provides an exciting context for teaching, learning, research and work.
Our diverse community of scholars, teachers, leaders and innovators addresses current and emerging challenges with the scale, academic excellence and collaborative energy a few institutions in the world can claim.