Operations Assistant

Date Posted: 07/12/2022
Req ID: 25836
Faculty/Division: University College
Department: UC: Art Centre
Campus: St. George (Downtown Toronto)
Position Number: 00051117




About us:

The Art Museum is an internationally renowned centre for contemporary art and interdisciplinary inquiry located on the University of Toronto’s downtown campus, in Canada’s largest and most diverse city. With its two distinct gallery spaces (the Justina M. Barnicke Gallery at Hart House and the University of Toronto Art Centre at University College), the Art Museum offers intensive cycles of programming dedicated to artistic and curatorial experimentation. Featuring works in a wide array of traditional and contemporary media, the Art Museum’s exhibitions are complemented by energetic offsite projects, widely accessible digital programs, and research engaging with the University of Toronto’s extensive contemporary and historical collections.

Working with artists and curators of diverse backgrounds, embodiment and cultural contexts, the program emphasizes the intersectional potential of the visual arts and cultural practices, their ability to imagine new ways of being, and create other ways of knowing and belonging. This includes critically engaging with local histories, attention to their complex embeddedness in local and global relations, and modelling other possible stories.

An integral part of all our programs are the in-depth and wide-ranging experiential opportunities for students and faculty, emerging and established scholars, visitors and communities alike – with mentorships, academic and co-curricular engagement, co-productions, partnerships, and other participatory involvement -- to catalyze the possibility of transdisciplinary knowledge and greater awareness of the worlds we share.

Above all, the Art Museum aspires to be a welcoming meeting point to bring into conversation the university community and broader publics. Creating multi-faceted opportunities for dialogue, our program fosters deeper knowledge of the visual arts, and especially their unique contribution to ways of seeing, hearing, sensing, and thinking about what is happening at present, and what is urgent in our time.

Your opportunity:

Reporting to the Business Coordinator, the Operations Assistant will be responsible for core administrative tasks and developing the schedule for Art Museum’s activities and events. Acting as first point of contact for general enquiries, they will coordinate and direct the activities of casual staff, including assigning and checking the work of a team of work-study students, including gallery attendants and event support team.

They will coordinate the Art Museum’s overall, multi-year schedule and event calendar, including curatorial and administrative production timelines of all our public-facing programs. They will coordinate the logistics of events, such as receptions, lectures, performances, and workshops, including visitor registration, front of house and other event-related preparations. They will correspond with, and coordinate the hosting of program presenters (artists, lecturers, workshop leaders), including travel arrangements where required. They will be responsible for disseminating and collating event-related information, schedules, and documentation for the curatorial, administrative and communications team planning purposes. They will schedule and book gallery tours, as well as offer guided tours for students, classes, and the public.

Integral for the Art Museum’s administrative operations, they will coordinate the overall calendar of meetings, and prepare agendas and information materials for the administrative and curatorial team of the Art Museum as well as our Advisory Board. In this role, they will also write and prepare correspondence and documents for accounting, organizational reports, payroll and HRIS processing.

They will bring to all of their work embodied experience and pro-active attention to anti-racist, anti-harassment, and non-discriminatory processes, enabling and providing a welcoming and inclusive atmosphere throughout their work and all of our relations.

Your responsibilities will include:


  • Responding to enquiries within the defined scope of the role and redirecting as appropriate
  • Collating and organizing data for various reports
  • Coordinating the schedule for programs and event calendars
  • Determining logistical details and activities for events and programming
  • Disseminating event related information
  • Identifying and reporting facility repair and/or maintenance needs
  • Gathering information in preparation for budget planning
  • Assigning and checking the work of work-study students


Essential Qualifications:


  • Bachelor’s Degree in related field or equivalent education and experience
  • Minimum two years in contemporary gallery administration
  • Contemporary visual art event and programming experience
  • Excellent organizational skills, including short- and long-term planning and implementation
  • Event management skills
  • Excellent oral, written and communication skills
  • Financial record keeping and budgetary tracking
  • Capacity for speaking in public
  • Preparing, writing and editing documents (images and text) for Grant writing
  • Digital documents and records processing
  • Thorough working knowledge of MS Office, including Powerpoint, Excel, Word, Office 365, TMS.
  • Operating audio-visual equipment (for lectures, panels, art exhibitions), including set up for online programming (zoom, webinars, Youtube, etc)
  • Creativity
  • Adaptability to frequent change
  • Analytical (review, feedback, project assessment)
  • Multi-tasking
  • Embodied and proactive experience with diversity, including demonstrated commitments to anti-racist equity, across age, culture, genders, identity and complex embodiment

Assets (Nonessential):


  • Experience of mentoring, training, and problem solving with students in a curricular and co-curricular capacity is an asset.
  • FIS experience is an asset.

To be successful in this role you will be:


  • Accountable
  • Articulate
  • Cooperative
  • Honest
  • Meticulous
  • Organized
  • Self-directed



Closing Date: 08/09/2022, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time Monday to Friday 8:45am - 5pm. Overtime on weekdays. Occassional overtime on weekends.
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $56,514 with an annual step progression to a maximum of $72,271. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Arts & Culture
Recruiter: Maggie Ng

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.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

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