Internship Program Assistant

Date Posted: 05/06/2025
Req ID: 42829
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Physical & Environmental Sci
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00045691

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Department of Physical & Environmental Sciences is built on a strong foundation of dedicated staff and faculty. This Department is a multidisciplinary unit comprised of four primary groups: Chemistry, Environmental Science, Environmental Studies and Physics & Astronomy with faculty who are engaged in vital research to better understand our environment. This Department is a place where diversity fuels innovation. Discover a campus filled with energy, culture and world changing ideas and facilities. Discover the University of Toronto Scarborough.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

The Master of Environmental Science (MEnvSc) program is a 12-month course-based professional program committed to the development of well-trained practitioners in environmental science, primarily to meet the needs of industry, governments, and environmental policy/education organizations. A key element in this program is the internship work term in private industry, government or a non-governmental organization (NGO) agencies to provide students opportunities to put theory into practice, make connections with professionals in the field, and develop career related skills and competencies

This Internship Program Assistant contributes to the success of the MEnvSc program by providing front-line assistance to incoming, current and prospective students, proactively administering the program work cycles and anticipating the operations support needs of the Internship Coordinators and Program Directors. Given the intensity of a 12-month course-based professional program, strong time management skills and the ability to quickly pivot in response to changing priorities will be critical to your success in keeping all aspects of the program running smoothly while exceeding the needs of a diverse group of stakeholders.

Your exceptional organizational, communication and customer service skills will enable you to proactively engage and support our students, faculty, staff and employer partners in the delivery of our Internship program designed to provide students with a rewarding work integrated learning experience.

Your creativity will help foster an environment of innovation designedto look for new ways to promote the program and enhance our activities that recruit and retain high caliber employment partners and students.

This is an excellent opportunity to join our dynamic and dedicated team that values new ideas and initiatives, and the teamwork required to see those ideas become reality.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries and advising students on work related recruitment processes and practices
• Tracking progress of student work-integrated experience applications, interviews and recruitment
• Developing content for marketing and/or promotional materials
• Conceptualizing, organizing and executing event activities
• Coordinating meeting schedules, agendas, materials, action and follow-up items, updating and maintaining multiple database records
• Generating reports, providing detailed information on data analysis findings to stakeholders
• Maintaining information on digital platforms and/or printed materials
• Documenting and maintaining standard operating procedures, Formatting and maintaining communication templates, and maintaining a file retention program.

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum of three years of related experience in a high-volume office environment coordinating activities, scheduling, administrative support, etc., preferably in a university or highly complex public sector environment.
• Strong proficiency with Microsoft Office Suites
• Must be proficient utilizing databases and mail-merge functionality
• Experience using creative software (e.g. Adobe Creative Cloud, Drupal/WordPress, Canva) for content creation
• Excellent presentation and communication skills with experience using social and digital media for marketing or outreach purposes
• Superior organizational and time management skills with the ability to effectively balance time sensitive independent and team-based projects. Ability to quickly pivot to changing priorities
• Strong problem-solving skills with the ability to independently troubleshoot issues within the parameters of policies, standard operating procedures and past practices.
• Tact, diplomacy and professionalism.
• Strong networking and interpersonal skills are required to effectively build and maintain lasting relationships with a diverse group of stakeholders.
• Customer service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders.
• Self-motivated learner with demonstrated commitment to professional growth and development
• Demonstrate a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Post-Secondary Degree in a Science (e.g. Environmental Science, Biology, Chemistry, Physics) or Business (e.g. Marketing, Communications) related field
• Experience using Customer Relationship Management (CRM) software
• Knowledge of the University of Toronto and School of Graduate Studies (SGS) policies and procedures
• Proficient in the use of RSVP management tools (e.g. Eventbrite, Doodle Poll, MailChimp, etc.) and survey creation (e.g. MS Forms, Qualtrics, Survey Monkey, etc.) tools
• Familiarity with Quercus or other Post-Secondary learning management system
• Advanced proficiency with Microsoft Excel (e.g., pivot tables, vlook-ups, macros) to compile, analyze, and summarize data for reporting and planning purposes.

To be successful in this role you will be:

• Approachable
• Diligent
• Organized
• Persuasive
• Possess a positive attitude
• Resourceful
• Team player

Note:

• Please note this is a term position until July 2026.
• A full job description is available upon request from the UTSC HR Office.
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 05/21/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Student Services

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.