The Administrative Officer provides confidential administrative support to the Dean and the Office of the Dean. The role researches, organizes, and manages confidential and sensitive information; coordinates the Dean's calendar and schedule; and supports the effective flow of information within and beyond the Dean's Office. The Administrative Officer also supports the goals, priorities, and special projects of the Office of the Dean, contributing to the efficient and effective operation of the office. Key responsibilities: - Consults regularly with the Dean and the Decanal team on a wide range of administrative issues to ensure and establish a smooth flow of information. - Coordinates the activities and information flow across the various units within the Dean's portfolio. Advises the Dean on topics, issues and problems that require attention and follow-up action, including sensitive and confidential information, discussions, or appointments. - Continuously updates tracking documents for external meetings and events for advancement purposes. Keeps apprised of current significant deadlines, issues and emergent matters as well as potential issues and communicates them to the Dean and/or appropriate senior administrator and follow up to ensure the issue/matter has been resolved in an appropriate and timely manner. - Handles all administrative and logistics support for the Office, including coordinating schedules and organizing/booking meetings for both internal and external teams, community partners, and committees. This includes but is not limited to: setting meeting dates, agendas, required supporting documentation/reference material, physical and logistic requirements, etc., and providing on-site support. - Provides assistance with the planning, organizing and logistics of various events of The Creative School. - Serves as the primary contact with internal and external parties, including research, preparing summary reports to support decision making, gathering and providing information, and drafting correspondence on behalf of the Dean. - Acts as the first point of contact for the Dean's Office, responding to inquiries, and relaying appropriate information to relevant community partners. Reviews, screens, and determines urgency and priority of inquiries or concerns on a regular basis to ensure timely and effective flow of information. - Determines daily priorities based on upcoming events and ongoing issues. Determines the distribution, and/or action required for routine incoming mail, telephone and e-mail messages. - Reconciles all expenses related to the Dean's Office. Investigates budget variances or any other issues, liaises with the Dean's Office Financial team and other departments within the university to gather information or resolve issues, and makes the necessary recommendations within a timely manner. - Establishes and implements departmental procedures and guidelines to ensure consistent workflow, and creates new procedures to handle new requirements. 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 preferably in a business-related discipline or equivalent is required. - A minimum of three (3) years of relevant work experience within a university environment. - Proven experience in a support role within a senior management team, demonstrating high-level problem-solving capabilities. - Experience interacting with high-profile individuals. - Excellent oral and written communication skills. - Strong analytical and problem-solving abilities. - Proven planning, organizing, and negotiation skills. - Demonstrated leadership and task management capabilities. - Knowledge of academic and administrative processes and procedures. - Experience with financial and budget management. - Highly motivated, proactive, and initiative-driven. - Strong decision-making and judgment skills. - Equivalent experience or a combination of equivalent experience and education may be accepted in place of education. Additional Information (MAC) Position Number(s) 20005269 Reports To Manager of Operations Department The Creative School, Dean's Office Employee Group MAC Vacancy Type Term This is an existing vacancy. Work Location Hybrid Start Date ASAP End Date October 31, 2027 Hours of Work 36.25 Grade C41 Salary Scale $63,182 to $100,928 Hiring Salary Range $63,182 to $82,055 TA Specialist - Posting Date September 22, 2026 Application Close Date October 5, 2026 - 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.