Administrative Assistant, Administration Office (One Year Term, 100% onsite)

Date Posted: 06/25/2025
Req ID: 43807
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)
Position Number: 00056255

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Established in 1859, the University of Toronto’s Department of Chemistry is one of the leading and recognized institutions in Canada. We take pride in our teaching excellence, advanced research facilities, and development of distinguished scientists in the past and for the future. Our department has a wide variety of services including chemical stores, NMR lab, X-Ray analysis lab, and a Mass Spectrometry lab. These resources combined with our ambition and excitement, create an ideal place to work, research, and make an impact in scientific education.


Your opportunity:

Reporting directly to the Chief Administrative Officer (CAO), the Administrative Assistant provides executive-level administrative support while also supporting front-line operations, managing a broad range of administrative responsibilities, and coordinating key projects and events.

The successful candidate will act as the first point of contact for general inquiries, provide critical organizational, planning and coordination, scheduling and logistical support to the CAO, and play a vital role in ensuring seamless day-to-day operationswithin the department.

This is a term position ending in June 2026. This is a 100% onsite position.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Applying established standards to control the distribution of access to designated University spaces
• Writing routine documents and correspondence
• Editing content for brochures, newsletters, websites and/or handbooks
• Collaborating on cost estimates
• Reconciling purchasing card statements

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration or an acceptable combination of equivalent experience and education.
• Minimum three years of recent and relevant experience in providing administrative support to a senior leader, supporting building-related services (including chemistry labs) and providing student and faculty administrative and operational support.
• Knowledgeable in WHMIS for laboratories and familiarity with safety operating procedures
• Proven experience applying established standards to manage access to University spaces
• Experience in preparing and editing presentations, documents and standard operation procedures
• Experience submitting Facilities & services request (service orders and service calls).
• Experience handling key/fob requests and returns; maintaining keys and access records of Chemistry Department occupants, collecting key/fob deposits and processing refunds (authorized.net credit card system)
• Experience booking rooms and arranging appropriate accommodations
• Experience providing administrative support including administering and managing multiple calendars on various systems (Google Calendar and doodle poll, etc.); monitoring schedulesand keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events; booking committee meetings and taking meeting minutes
• Experience working with committees, taking minutes, identifying action items for follow up, and preparing written documents from minutes and/or notes
• Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence
• Advanced computer skills with Microsoft Office including Word, Excel, Outlook (email,calendar, contacts, to do’s) and Power Point. Thorough knowledge and proficiency with OneDrive and SharePoint.; familiarity with planning and data management tools
• Excellent oral and written communication skills
• Ability to understand, interpret and apply procedures and guidelines; coordinateinformation and arrangements with minimum oversight; and ability to exercise judgementand discretion in handling sensitive and confidential information
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully,personably, and effectively with all senior academic administrators, faculty, staff, studentsand members of the public, in written, synchronous communication, and in-person;superior service orientation

Assets (Nonessential):

• Experience with containment level 2 regulations is an asset.

To be successful in this role you will be:

• Accountable
• Communicator
• Organized
• Problem solver
• Self-directed
• Team player

Closing Date: 07/08/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Ann Yang

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.