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About the Role
This role provides central support to divisions and their postdoctoral scholars at the University of Toronto, playing a meaningful role in shaping the experience of postdoctoral scholars across the University and contributing to the mission of fostering excellence in graduate education and research. The Postdoctoral Affairs Officer serves as the primary resource for postdoctoral scholars, faculty, and administrators on postdoctoral policy, procedures, and awards, performing a wide range of day-to-day activities to support the smooth and efficient operation of the Postdoctoral Office.
Responsibilities
- Oversee day-to-day operational needs of the unit.
- Determine actionable items based on the review of applicable information.
- Act as the first point of contact for payroll related enquiries.
- Proactively work with departments and central human resources services to ensure required system changes are implemented for record keeping.
- Advise academic and administrative staff on financial matters and reporting requirements.
- Liaise with internal contacts to resolve accounting, payroll, and/or HRIS processing issues.
- Collect and pass on information that supports the onboarding of new hires.
- Verify that personnel transactions are processed according to applicable policies, procedures, collective agreements, and legislated requirements.
- Respond to escalated complaints using informal negotiation skills.
- Assess and revise processes that support administrative activities and objectives.
- Keep well-informed on policies, rules, regulations, and guidelines.
- Disseminate information and probe for information to establish needs.
- Act as the primary contact for enquiries pertaining to funding opportunities and advise on pre and post research award administration, providing options and solutions.
- Exchange information at formal department and/or program committee meetings.
- Maintain records of committee decisions.
- Troubleshoot and resolve payroll discrepancies.
- Update and maintain database records.
- Implement plans and process improvements for administrative workflow.
- Reconcile accounts.
- Generate standard financial reports.
- Identify and resolve individual financial discrepancies.
Requirements
- Bachelor's degree in Business, Commerce or Management, Human Resources or a related discipline, or an acceptable equivalent combination of education and experience.
- Minimum five (5) years of recent and related experience in a fast-paced, high-volume, frontline customer service environment, with a focus on business administration and awards, preferably in a post-secondary or research-intensive institution.
- Experience with account monitoring, reconciliation, reporting, and interpreting collective agreements and policy.
- Superior customer service and interpersonal skills with the ability to work effectively with postdoctoral fellows, faculty members, and other key stakeholders.
- Experience onboarding, payroll, and personnel administration.
- Experience maintaining personnel records in accordance with applicable institutional policies.
- Knowledge of University policies, procedures, and collective agreements relevant to postdoctoral fellow employment.
- Demonstrated experience with financial administration, including account monitoring, reconciliation, and reporting.
- Demonstrated ability to work with high volume and tight deadlines while maintaining a high level of accuracy and attention to detail.
- Ability to interpret and apply guidelines and policies to a variety of situations to ensure adherence and provide direction.
- Highly developed problem-solving and analytical skills.
- High degree of computer and internet literacy, including excellent working knowledge of MS Office Suite.
- Superior oral and written communication skills.
- Ability to communicate effectively both orally and in writing.
- Good judgement, tact, and discretion in dealing with sensitive information.
- Ability to work both independently and in a team environment.
- Demonstrated ability to adapt to new practices and procedures quickly and accurately.
Skills
- Highly proficient computer skills (M365 – Word, Excel, PowerPoint, SharePoint)
- Databases
- HRIS
Location
- St. George (Downtown Toronto)
Work Type
- Full-Time
- Term
Experience Level
- Minimum five (5) years of recent and related experience
Education Level
- Bachelor's degree in Business, Commerce or Management, Human Resources or a related discipline, or an acceptable equivalent combination of education and experience
Salary/Compensations
- $84,564 with an annual step progression to a maximum of $108,145
About the Company
- The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral Scholars.
- SGS defines and administers University-wide regulations for graduate education.
- We share responsibility for graduate education with graduate units and divisions and operates through a system of collegial governance, consultation, and decanal leadership.
- SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.
Equal Opportunity
- 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.