Office & Correspondence Coordinator

This position serves as the primary coordinator for the Office of the President's administrative operations and correspondence. Key responsibilities include managing daily office functions, handling visitor reception, and processing a high volume of correspondence for the President. Applicants require at least five years of senior administrative experience and strong communication, organizational, and confidentiality skills.

• Under the direction of the Office Manager & Executive Assistant to the President, the Office & Correspondence Coordinator serves as the primary coordinator for the day-to-day administrative operations of the President's Office, ensuring efficient office administration, timely and professional correspondence processes, and seamless logistical support.
• As Office Coordinator, the incumbent provides general support to help with the smooth running of the President’s Office, including reception duties. These tasks include greeting all visitors and callers to the Office of the President and assisting with their questions and concerns
• anticipating, welcoming, and offering refreshments to guests of the President’s Office
• and receiving and processing all deliveries to the President’s Office. The incumbent also provides general administrative support to the Officer Manager & Executive Assistant to the President, to the Manager, Correspondence Unit, and to other President’s Office team members as needed.
• As Correspondence Coordinator, the incumbent supports the monitoring, coordinating, and responding to a heavy volume of correspondence sent to the President for action and disposition.
• The incumbent serves as a point of contact in receiving and acting upon email and mail, documents, and files for the President’s attention.
• They are responsible for coding and tracking activity in the University's CRM database (Arbor) and generating reports.
• The Office & Correspondence Coordinator works in an environment that requires a high degree of sensitivity, situational awareness, responsiveness, independent judgement, and a need to maintain absolute confidentiality.
• As part of the Office of the President team, the incumbent takes initiative, is proactive in offering support to colleagues, and will troubleshoot issues as they arise.

• Post-secondary degree/diploma or formal business/commercial school training or an equivalent combination of education and experience.
• Minimum five years of progressively responsible experience in a senior administrative position, preferably within a post-secondary or government environment.
• Demonstrated senior administrative skills within an executive office.
• Familiarity with the University of Toronto, its policies, procedures and their application strongly preferred.
• Must demonstrate strong attention to detail and accuracy.
• Excellent oral and written communication skills are essential.
• Proficiency with Outlook (calendar and e-mail), Word, Excel, PowerPoint, Teams. Familiarity with SharePoint is an asset.
• A willingness to maintain/update knowledge as technology advances.
• Superior oral and written communication, interpersonal, analytical, decision-making and organizational skills.
• Demonstrated ability to write clear and concise correspondence.
• Ability to maintain strict confidentiality.
• Friendly, with a demonstrated customer-service orientation.
• Demonstrated initiative, accuracy and meticulous attention to detail.
• Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
• Ability to organize a fluctuating workload in a changing environment.
• Ability to communicate effectively and professionally with a wide range of individuals across all levels of the University.
• Ability to work under pressure and to meet deadlines.
• Ability to work effectively and professionally, both independently and within a team environment.