Office Management

• Maintains administrative filing systems. 
• Develops, co-ordinates and implements office procedures to ensure effective and efficient productivity and customer service
• Maintains regular internal communication systems by updating and posting notices
• Retrieves, delivers, processes and sorts mail, courier and faxes
• Photocopies, collates and distributes materials
• Arranges meetings, providing relevant information, identifying deadlines and resolving scheduling conflicts
• Anticipates and plans for peak demands related to project deadlines; determines need for additional assistance and determines priorities for work assigned to students
• Maintains supplies inventory
• Coordinates and prepares accounts and expenses for the HK Office, working closely with office accountant and Accounts (in Toronto)
• Maintains accounting control (both in preparation and in policy)
• Reconciles financial discrepancies by collecting, analyzing and tracking expenses

Asia-Pacific Delegation Support

• Where needed, assist with the logistics and coordination of the visits of the university’s delegates to the Asia-Pacific region.
• Provide high-level support to the Vice-president Advancement and other senior UofT administrators.

Team Support

• Responsible for the direct delivery of customer service tactfully directing inquiries and issues unable to resolve to appropriate staff
• Maintains a current knowledge base and status of approved events, publications, promotional materials, and services in order to handle general inquiries efficiently and effectively in person or by telephone
• Assists in the training and coding of the donor information system (ARBOR) as required.
• Responsible for the co-ordination of information sources, project priorities and deadlines, resource requirements, etc.  Follows up with appropriate individuals regarding deadlines and required information
• Provides administrative support for room bookings, press conferences, event logistics
• Collates and prepares informational packages for recruitment activities

Foundation

• Administrative support for the Foundation (filing, auditing, etc.)
• Donations processing (including receiving, receipting and tracking donations, and the transfer of funds to Toronto)

Other

• Miscellaneous duties as required

The incumbent reports to the Associate Director (Asia-Pacific Advancement Office).