Department Manager and Executive Assistant to the Chair

Date Posted: 05/22/2026

Req ID: 48214

Faculty/Division: Faculty of Arts & Science

Department: Dept of Astronomy and Astrophysics

Campus: St. George (Downtown Toronto)

Existing Vacancy: Yes

Description

Reporting to the Chair of the Department of Astronomy and Astrophysics, the Department Manager and Executive Assistant to the Chair is responsible for providing administrative, financial, and operational management and leadership to the Department of Astronomy and Astrophysics. The Department Manager and Executive Assistant to the Chair is responsible for administrative departmental functions, including departmental budgeting and finance, human resource management, and facilities and space management.

The incumbent manages budgets for the Department including the operating budgets, graduate student funding budget, teaching assistant budget, awards and fellowships, endowments and research grants; provides advice and guidance to the Chair on all budgetary matters, assists in formula on sound financial practices; works in collaboration with the Department Chair, to develop short and long-term strategic plans to support the Department’s research, teaching, and outreach activities.

The incumbent also leads and motivates administrative staff members, and manages functions related to human resource management including the assigning of work, hiring, performance management, and professional development of staff; plans and manages the Department’s facilities, equipment, and space in collaboration with the Department Chair; manages the information technology resources; interprets and advises the Department Chair on University policies offering recommendations on all administrative issues; develops administrative policies and procedures; and acts as the Department’s senior administrative resource person on all issues.

Education

University degree in the area of Commerce or Business, or an acceptable equivalent of education and experience.

Experience

A minimum of five years administrative experience at the supervisory/management level managing a complex organization preferably in a University environment.

Demonstrated knowledge of the University’s budget and academic/administrative human resources and administrative policies.

Experience administering complex financial and human resources policies, procedures and collective agreements; knowledge of relevant legislation; experience working with the University’s administrative and financial policies preferred.

Strong experience in planning and managing budgets.

Knowledge and ability to manage space and facilities.

Purchasing and contract negotiation experience.

Experience in providing research support by researching, analyzing, and making recommendations, providing risk assessments and options.

Demonstrated experience in liaising with senior administrators, responding to and handling matters of a complex and sensitive nature.

Proven leadership and management skills and experience in team building, managing change and adapting to new technology

Skills

Knowledge of and experience with all the University’s Administrative Management Systems (AMS) and its applications (FIS, HRIS, RIS, DIS) and ROSI.

Highly proficient using Excel spreadsheet and other financial planning tools.

Proficiency with PC office systems like Word, Powerpoint, web tools, and Internet/e-mail applications. Proficiency with setting up and maintaining databases in order to produce and update statistical reports and to archive material.

Practical knowledge in all phases of accountancy and business prac ces.

Demonstrated analytical ability in budget forecasting, supervisory skills, and problem solving.

Ability to assimilate and interpret significant amounts of information, including financial analysis. Excellent writing, communication and presentation skills.

Highly professional with demonstrated ability to manage sensitive matters with all levels of University faculty and administration.

Exceptional leadership, interpersonal skills and conflict resolution skills with the demonstrated ability to engage, secure support, commitment and results from others.

Thorough knowledge of management principles; demonstrated analytical and strategic planning abilities and strong judgement skills.

Ability to manage proactively a large and constantly fluctuating workload. Demonstrated flexibility and adaptability within a constantly changing environment.

Strong leadership including ability to foster confidence and motivation in staff and to develop cooperative, collegial working relationships with a broad range of University constituencies

Closing Date: 06/01/2026, 11:59PM ET

Employee Group: Salaried

Personnel Subarea:PM

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: PM 3 -- Hiring Zone: $93,592 - $109,190 -- Broadband Salary Range: $93,592 - $155,985

Job Category: Administrative / Managerial

• buttontext00b26598368a4abe a{ border: 1px solid transparent; } .buttontext00b26598368a4abe a:focus{ border: 1px dashed #25355a !important; outline: none !important; }

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

Job Segment: Performance Management, Strategic Planning, Secretary, Administrative Assistant, Executive Assistant, Human Resources, Strategy, Administrative