University of Toronto Research Group Administrative Assistant in United States

Reporting to the Research Chair in Theoretical & Quantum Chemistry, the Research Administrative Assistant provides research and administrative support to the Canada 150 Research Chair program, which is a $117-million investment by the federal government. The research focuses on interfacing the theoretical chemistry with physics, computer science, and applied mathematics, by developing and applying quantum computer algorithms for applications in the physical sciences, such as the simulation of molecules and material. The research also works towards acceleration of molecular discovery by combating robotics, artificial intelligence, and high-throughput quantum chemistry to create materials acceleration platforms or self-driving laboratories.

The Research Group Administrative Assistant provides high-level administrative support to the Research Chair and the research team. Duties includes providing high-level executive assistant to the Research Chair by: coordinating and prioritizing the Research Chair’s email and mail correspondence; composing appropriate communication on behalf of the Research Chair; coordinating and managing the Research Chair’s schedules/calendars; booking the travel arrangements; preparing the Research Chairs expense reimbursements and making minor purchases. The Assistant prepares background materials by gathering data and preparing background materials or reports for related meetings, conferences, and academic and external project commitments; prepares drafts, reports and other materials for circulation; and redirects media and speaking requests inquiries.

The incumbent also supports the research team by assisting in the administration of the research project(s) by developing and monitoring research project timelines; maintaining appointments, schedules and travel plans; responding to phone and email inquiries; reviewing and sorting mail; maintaining the research group databases, web pages and social media accounts. The incumbent supports the Research Group Coordinator by reviewing the status of grants on “My Research online” to ensure deadlines are met; make and coordinates minor equipment and office supplies purchases; and monitor use of Principal Investigator (PI) Group credit cards ensuring adherence to University and Departmental procedures.

Minimum Qualifications

Education: Completed a three (3) year college diploma or an acceptable equivalent combination of education and experience. Diploma in sciences related field preferred.

Experience: Five (5) years of recent and relevant experience as an executive assistant for a major research project, providing high-level research and administrative support to a Principal Investigator in fast pace academic environment. Experience managing a very busy schedule/calendar, including making travel and hotel arrangements. Experience preparing correspondence to stakeholders on behalf of a PI/executive. Experience with taking minutes. Experience with developing and maintaining timelines for ongoing project. Experience collaborating on cost estimates.

Skills: Excellent written and oral communication skills including proven editing skills. Excellent interpersonal and customer skills. Advanced computer skills in MS Office (e.g., Word, Outlook Calendar, Excel, and PowerPoint), Adobe Acrobat and internet. Excellent skills in understand and interpret procedures, policies and guidelines. Demonstrated use of organizational skills to maintain and develop administrative record-keeping systems

Other: Demonstrated ability to exercise a high degree of initiative and judgment dealing with a variety of responsibilities in a high-volume environment with multiple deadlines and competing priorities. Strong organization and time management skills in order to coordinate a manager’s schedule and ability to maintain in-depth awareness of a broad range of issues and priorities. Accomplished ability to multitask and demonstrated ability to meet multiple deadlines without compromising quality. Strong initiative and tact. Demonstrated attention to detail.

Job: *Administration

Organization: *Chemistry

Title: Research Group Administrative Assistant

Location: St. George (downtown Toronto)

Requisition ID: 1803855