Office Manager & Hearing Secretary

Date Posted: 03/07/2025 Req ID: 41183 Faculty/Division: Office of the Governing Council Department: Appeals, Discipline & Faculty Grievances Campus: St. George (Downtown Toronto)

Description:

The ADFG Office is responsible for the management of the administration of the Governing Councils quasi-judicial functions, including academic discipline, non-academic discipline (including high risk cases and cases under the Sexual Violence Policy), academic appeals, appeals under the Supportive Leave of Absence Policy, grievances, tenure appeals, sexual harassment hearings and clinical academic hearings. The Office provides ongoing support to the Academic Appeals Committee, the Quasi-Judicial Coordinator University Tribunal, the Discipline Appeals Board, Code of Conduct Hearing Officers (including for hearings under the Sexual Violence Policy), the Chairs for the Supportive Leave of Absence Policy appeals, the Faculty Grievance Review Panel, the University Tenure Appeals Committee, the Academic Clinical Tribunal, the Clinical Faculty Grievance Review Panel, the Advancement Review Panel, Workload Policy Adjudicator and other panels and committees of the Governing Council as necessary.

Working independently, with limited supervision, the incumbent is responsible for the overall management and operations of the ADFG Office, including direct high-level support to the Director as well as support for the portfolio; responsible for high-level administrative processes and office duties, including preparing and analyzing statistical reports; maintaining departmental databases and website; assists the Appeals, Discipline and Faculty Grievances Office in conducting the work of the committees and processes dealt with by the Appeals, Discipline and Faculty Grievances Office and quasi-judicial bodies; responsible for high-level administrative processes and office duties, including developing business processes and systems, identifying operational priorities for the portfolio, working with the Special Projects Officer to support the implementation of projects for the portfolio, and assisting the Director with identifying portfolio priorities to include in the annual business plan. The incumbent is also responsible for coordinating administrative staff practices, developing and implementing onboarding programs for new staff and recommending training for new staff. The incumbent also provides secretarial and administrative services for the Assistant Secretaries and for the Chair, Secretary and members of the Governing Council from time to time, substituting for the other administrative secretaries when required; assists committee secretaries in conducting the work of the committees as assigned and performs general office duties; and oversees the work of the Quasi-Judicial Administrative Coordinator.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality and neutrality. The incumbent interacts closely with a wide range of senior members of the University, including committee chairs and panel members, governors, academic administrators, internal and external legal counsel, faculty and staff, as well as students and other community members.

Qualifications Required:

I. EDUCATION:

Law Clerk Diploma or an acceptable equivalent combination of education and experience.

II. EXPERIENCE:

A minimum seven (7) years of relevant experience, preferably in a University environment; Experience in an office management role, including managing staff; Demonstrated experience in working with and supporting committees and senior administration; Good knowledge of the University of Toronto, its policies, procedures and their application; Knowledge or familiarity with quasi-legal processes, technology and bodies required; direct experience with improving processes and operations; demonstrated supervisory experience.

III. SKILLS:

Demonstrated experience and strong knowledge of Outlook, Word, Excel, Case Management Systems; Scheduling Software, PowerPoint, SharePoint, and Access databases, Project Management Software such as JIRA. Experience with Zoom and other virtual software, including recording and creating breakout rooms. Familiarity with HTML.

IV. OTHER:

Proven administrative ability; strong interpersonal skills; ability to work with minimal supervision; professional demeanor and ability to exercise judgment, tact, and discretion; strong organizational skills; Ability to analyze stats and reports; Strong technological skills with quasi-judicial IT-related systems; Must be able to work overtime in the evenings with short notice; Demonstrated initiative and flexibility; Meticulous attention to detail; Ability to maintain strict confidentiality; Ability to remain calm under pressure and to meet deadlines; Ability to communicate effectively and professionally with a wide range of individuals across all levels of the University; Ability to work effectively and professionally both independently and within a team environment.

NOTE: This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Torontos Alternative Work Arrangements Guideline.

Closing Date: 03/30/2025, 11:59PM ET Employee Group: Salaried Appointment Type: Budget - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: PM 3 - Hiring Zone: $91,937 - $107,259 - Broadband Salary Range: $91,937 - $153,227 Job Category: Administrative / Managerial