Office and Administration Manager

Toronto Metropolitan University; Toronto; Hybrid; CAD 76,000 - 123,000; Full time

Job summary

An established industry player is seeking a skilled Office and Administration Manager to join their dynamic team. In this pivotal role, you will oversee daily operations, providing essential support to senior management while ensuring efficient information management and project tracking. Your meticulous attention to detail and strong organizational skills will be key in producing high-quality documents and presentations. This opportunity offers a chance to work within a collaborative environment that values equity, diversity, and inclusion, making a meaningful impact in the academic landscape of Canada. If you are ready to take the next step in your career, this role is perfect for you.

Qualifications

• 5+ years of relevant experience in administrative support.
• Strong organizational skills and meticulous attention to detail.

Responsibilities

• Manage day-to-day operations of the University Planning Office.
• Provide senior level support to the Vice Provost, including scheduling and document preparation.

Skills

Administrative Support

Records Management

Communication Skills

Time Management

Analytical Skills

Office Management

Interpersonal Skills

Negotiation Skills

Education

Post-secondary Degree

Tools

Microsoft Office

Google Workspace

Oracle Financial

Job description

About Toronto Metropolitan

At the intersection of mind and action, Toronto Metropolitan University (TMU) is on a transformative path to become Canada’s leading comprehensive innovation university. Integral to this path is the placement of equity, diversity and inclusion as fundamental to our institutional culture. Our current academic plan outlines each as core values and we work to embed them in all that we do.

TMU welcomes those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us in realizing the benefits of embedding these values into the work at every level and in every unit of the university. In addition, to correct the conditions of disadvantage in employment in Canada and to bring lived experiences to the work, we encourage applications from members of equity deserving groups that have been historically disadvantaged and marginalized, including First Nations, Métis and Inuit Peoples in Canada, First Nations Peoples in the United States, racialized people, Black people, persons with disabilities, women, and 2SLGBTQ+ people. Preference will be given to candidates with lived experiences as people from equity deserving groups, as well as experience working with these communities with which the University works every day. Please note that all qualified candidates are encouraged to apply and we welcome newcomers and immigrants to Canada.

In April 2022, the university announced its new name of Toronto Metropolitan University. Learn more about our next chapter.

The team

The University Planning Office (UPO) manages the development and implementation of activities related to the university's academic plan, enrollment planning, and academic budget planning. The office also undertakes policy research, survey research, data analysis, performance measurement, and institutional research project oversight.

As part of Toronto Metropolitan University's accountability initiatives, the UPO has developed a series of performance indicators for the university and progress indicators for individual programs and academic units. This office also conducts surveys to learn about the student and graduate experience as it relates to Toronto Metropolitan University's programs and services.

The Opportunity

The University Planning Office (UPO) is seeking a skillful and driven Office and Administration Manager to join their team. This position reports directly to the Vice Provost, University Planning. In this role you will manage the day-to-day administrative operations of the University Planning Office, and provide senior level support to the Vice Provost, University Planning. You will be responsible for maintaining the Office’s information and records management, scheduling, and project tracking, and you will produce high quality documents and presentations.

Role Responsibilities

• Provides administrative, technical and research support to the Vice Provost and University Planning team.
• On behalf of the Vice Provost, manages priorities, oversees calendars, schedules and coordinates meetings, drafts correspondence, identifies and collects documents from various sources, and handles confidential or time sensitive issues with discretion.
• Maintains the Office’s information and records management, scheduling, project tracking and operating budget.
• Prepares, formats and edits written correspondence and presentations with a high degree of accuracy.
• Acts as the primary contact for the office of Vice Provost, University Planning, facilitating communication between internal and external stakeholders, faculty, community, senior leadership, and government representatives.
• Reviews and/or develops internal systems and processes to increase efficiency, handles new requirements, and ensures consistency and alignment with university policies and guidelines, in collaboration with the Vice Provost and team.
• Collaborates with central administrative departments to ensure consistency of communication and due diligence on matters related to human resources and financial services.
• Manages and supervises administrative staff, assigns and prioritises tasks, establishes goals, sets expectations and evaluates performance.
• Documents and communicates project-related approvals and financial updates to relevant stakeholders, including financial services.
  
  

Qualifications

To help us learn more about you, please provide a cover letter and resume describing how you meet the following required qualifications:

• Completion of a post-secondary degree.
• A minimum of five (5) years of relevant experience.
• Experience providing administrative & operational support to a senior management team, preferably in a higher education or government environment;
• Experience in records management.
• Experience with Oracle Financial or similar financial systems is an asset.
• Strong office management, time management and organizational skills.
• Strong communication skills (verbal and written).
• Meticulous attention to detail and the ability to identify and correct errors independently.
• Ability to recognize and attend to urgent or time sensitive matters in a professional manner while maintaining confidentiality.
• Interpersonal, negotiation and problem-solving skills.
• Analytical skills including computational ability, budgeting experience.
• Knowledge of on-line searches.
• Records management skills.
• Excellent skills in professional document formatting and creating presentations using Microsoft Office and/or Google Workspace tools (e.g., PowerPoint, Google Slides).
• Capacity to interact professionally with executive offices both within TMU and external groups such as the Council of Ontario Universities, Ministry of Colleges and Universities, and other post-secondary institutions.
  
  

Leadership Competencies

Leaders at TMU are required to demonstrate the following Leadership Competencies:

• Acts with Integrity: Demonstrates behaviors aligned with high ethical standards and personal integrity and acts in accordance with TMU values.
• Builds Relationships of Trust & Collaboration: Actively builds a culture of trust and fosters meaningful relationships.
• Leads Inclusively: Creates an inclusive environment where everyone is respected, recognized, empowered to achieve their potential, and valued for their differences.
• Demonstrates Organizational Acumen: Understands and respectfully navigates complex internal and external environments using sound judgment, diplomacy, and tact.
• Drives Vision & Results: Creates and implements a vision grounded in sound decision-making to achieve desired outcomes.
  
  

Additional Information (MAC)

Position Number(s) 20005340Reports To Vice Provost, University PlanningDepartmentUniversity Planning Office (UPO)Employee Group MACVacancy Type FTCE Work Location HybridStart Date May 1, 2025End Date N/AHours of Work 36.25Grade C51Salary Scale $76,622 - $122,396Hiring Salary Range $76,622 - $99,509TA Specialist -Posting Date April 24, 2025Application Close Date May 8, 2025

• Equivalent experience or a combination of equivalent experience and education may be accepted in place of education.
• As part of the selection process, candidates may be required to complete an occupational assessment.
• Applications will only be accepted online through Toronto Metropolitan University's career site.
• We will provide an accessible experience for applicants, students, employees, and members of the Toronto Metropolitan University community. We are committed to providing an inclusive and barrier-free work environment, starting with the recruitment process. If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please submit your request through the AskHR webform. All information received in relation to accommodation will be kept confidential.