Grants and Office Manager – University of Toronto – Toronto, ON

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Date Posted: 07/29/2022
Req ID:26280
Faculty/Division: Vice-President, International
Department: Office of the Vice President International
Campus: St. George (Downtown Toronto)


Reporting to the Senior Planning & Budget Officer, the Grants and Office Manager oversees the administration process for key grant and award competitions within the Office of the Vice-President, International (OVPI) and ensures that senior operational support is provided to four Directors in the international portfolio. The incumbent ensures that competitions and activities associated with Directors’ portfolios are managed efficiently and with the highest standards of excellence, confidentiality and professionalism. The Manager also has full managerial authority over an administrative assistant to ensure administrative support is provided to the OVPI team.

The Grants and Office Manager will: provide operational level support to the directors; manage administrative processes for some grants and competitions in the portfolio including promotion/ calls, application processing, and grants database maintenance; draft communication materials/correspondence; maintain a comprehensive portfolio calendar; manage logistics for virtual and in-person visiting delegations/events (including catering, room booking, name tags, etc.) and for outbound delegations/events abroad, working with all members of the portfolio; develop and draft meeting schedules and agendas.

The incumbent works in a complex environment requiring high sensitivity, responsiveness, resourcefulness, and absolute confidentiality. The incumbent must present a professional image of the Office and University by interacting knowledgeably and courteously with the internal and external community (including members of local, national, and international governments, educational institutions, media, national and international delegations, faculty, staff, students, governors and alumni). Other duties include preparing minutes and other documents and undertaking special projects on a wide range of topics at the request of the Senior Planning and Budget Officer and in liaison with the Directors.

Project management and implementation include: (a) developing draft communications such as remarks, presentations, and correspondence, (b) providing operational support on policy matters and other issues, (c) advising on draft policies and proposals, and (d) undertaking detailed research on a wide variety of issues and topics, (e) following-up on decisions made by the members of the portfolio and the portfolio’s various committees, and (f) ensuring ongoing maintenance of the highest level of pro-activity and service for the Office.

Qualifications Required:


Bachelor’s degree; or equivalent combination of education and experience.


Minimum five (5) years` experience in progressively responsible operational roles. Experience with grant administration and with managing databases. Extensive experience with the University, knowledge of university policies and procedures, and an understanding of the University’s organizational structure. Experience with events planning preferred. Experience working with technical information an asset. Success in providing superior service and support in a busy, demanding environment. Experience conducting research, producing detailed and comprehensive reports from a large volume of information and presenting the research. Knowledge of the University structure, financial, human resource policies and practice, and senior administration.


Must be computer literate and have a strong facility with the internet as well as with various software programs including Word, PowerPoint, Outlook, spreadsheets, and database management programs. Facility with Microsoft SharePoint and online meeting platforms is an asset.


Excellent oral and written communication skills. Must be proactive. Demonstrated project management experience. Must be able to concisely summarize information and provide a rationale for action. Must have sound judgment, tact, problem-solving skills, policy and analytical skills, excellent interpersonal skills, and an eye for detail. Must be able to identify and understand emerging issues as well as set and manage priorities. Must have the ability to meet tight deadlines and perform well under pressure. Must be able to deal with confidential information that has legal implications. Must be able to work independently and collaborate and participate effectively within a team environment. Must be able to work independently with limited direction.

Closing Date:
08/14/2022,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 2 – Hiring Zone: $73,829 – $86,132 – Broadband Salary Range: $73,829 – $123,046
Job Category: Administrative / Managerial

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