Job Posting – Assistant to the Principal
Knox College is inviting applications for Assistant to the Principal.
Please send your resume and cover letter to the attention of the Director of Finance and Human Resources by Friday, January 17, 2014.
Position: ASSISTANT TO THE PRINCIPAL
Position Type: Full Time
Start Date: January 2014
Hours of Work: 5 days/week (7 hours/day)
Reports to: Principal
Knox College is a Theological College of The Presbyterian Church in Canada, federated with the Toronto School of Theology and the University of Toronto. Working under the direction of the Principal, the Executive Assistant provides overall administrative support to the Principal and is responsible for the day to day management of the Principal’s office. This position is responsible under the Principal’s direction for providing effective and efficient administrative support to the Board of Governors, its sub-committee chairs, and members of the Faculty and staff of the College.
- Confidential assistant to the Principal, exercising sensitivity and mature judgment when receiving or providing information on sensitive and confidential matters.
- Schedules meetings and maintains the Principal’s appointment calendar, including making travel and accommodation arrangements for the Principal and visitors to the College.
- Processes all incoming and outgoing correspondence, including drafting, editing, printing and distributing documents.
- Oversees planning and preparation for the meetings of the Board of Governors and its Executive Committee, including arranging for the meetings, preparing the agenda, overseeing the distribution of agenda packages, and acting as the recording secretary for the meetings.
- Organizes the Principal’s teaching material and academic/non-academic writings.
- Recording secretary for meetings of the Faculty and the Knox Theological Community Council.
- Oversees on behalf of the Principal the preparation and submission of the annual ATS report In cooperation with the Registrar and the Development Office represents the Principal in the organization of the annual Convocation ceremony (e.g., booking rooms for Convocation, rehearsals, robing, reception; creating and printing an order of service; obtaining graduate biographies and photos, issuing invitations and providing graduates with invitations for families and congregations; establishing seating plans; ordering academic gowns & hoods; arranging and coordinating photography sessions; organizing the printing of degrees and diplomas; and other related details.
- Responsible for the management of confidential Faculty and Administrative searches and reviews.
- Recording secretary for Staff meetings.
- Oversees hospitality for events associated with the Principal’s office.Proofreading and editing College materials.
Builds & nurtures cordial and productive working relationships with:
All Knox College Faculty, staff, students;
Knox College Board of Governors & its Committees;
Toronto School of Theology; University of Toronto
External organizations and persons communicating with the Principal’s Office.
Provides a hospitable and supportive environment for visitors, clients and users of College facilities and services.
This position requires someone who is able to work independently, exercise keen judgment in confidential matters and deal with conflicting demands that require a significant multi-tasking ability.
A proven maturity such as might be achieved while obtaining a post-secondary degree and/or 6 years’ equivalent work experience as an executive assistant .
A high level of competency in the following skills and attributes:
- Proven ability and extensive experience in secretarial and organizational skills;
- Articulate, personable, self-assured and diplomatic;
- Strong interpersonal skills and proven ability to build and nurture effective relationships;
- Analytical, with mature judgment and attention to detail;
- Proven ability to prioritize and successfully multi-task;
- Proficient in computer usage: MSWord, Excel, PowerPoint, Outlook;
- Excellent communication skills, both verbal and written;
- Strong negotiation and conflict resolution skills;
- Ability to maintain confidentiality;
- Ability to work flexible hours;
- Knowledge of church and higher education;;
- Interest in, and willingness to learn about, Knox College policies and procedures, as well as those of The Presbyterian Church in Canada, the University of Toronto, and the Toronto School of Theology.
Students enrolled at Toronto School of Theology are not eligible for this position.
To be determined in keeping with the compensation scale in place at the college, experience and qualifications.
If you or someone you know are interested in being considered for this position, send your resume to: email@example.com or fax to: 416-971-2758 to the attention of Human Resources, on or before Friday January 17, 2014.