Purchasing and Business Office Assistant

Date Posted: 03/17/2025
Req ID: 42166
Faculty/Division: Faculty of Applied Science & Engineering
Department: Department of Materials Science & Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00057586

About us:

The University of Toronto’s Department of Materials Science & Engineering is at the forefront of addressing global issues that have a direct impact on our lives today. Our cutting-edge research in advanced materials creates technological solutions for environmental challenges such as climate change, resource depletion and energy availability. Our faculty members are world leaders in materials applications and processing, our commitment to both research and teaching excellence fosters innovative thinking.

Your opportunity:

Reporting to the Director of Administration, the incumbent will be responsible for attending to inquires from the MSE front desk and the day to day operations of the office including key and fob requests, room bookings, scheduling, ordering supplies as well as other activities related to the front desk/business office. The incumbent will be the first point of contact for purchasing enquiriesand will ensure all documentation is received for creating purchase orders, goods receipts, invoice processing, shipping and deliveries. Incumbent we responsible for scanning documents and the reconciliation of accounts and liaising with internal offices(research services, central procurement office and others including Campus Security.

Your responsibilities will include:

• Acting as the first point of contact for general and purchasing enquiries from students, faculty, and the general public
• Booking rooms and arranging appropriate accommodations
• Obtaining, analyzing, and evaluating quotations and issuing purchase orders within established limits
• Liaising with internal and external contacts to facilitate purchasing and/or procurement processes
• Coordinating transportation and border clearance with shipping companies and customs brokers
• Reconciling purchasing card statements
• Verifying that supporting documentation is attached to financial records before processing in FIS
• Applying established standards to control the distribution of access to designated University spaces

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of experience in an administrative position.
• Highly proficient using MS office including Excel, Work, SharePoint, Outlook.
• Experience creating and setting up SharePoint sites.
• Experience using a financial information system.
• Experience processing purchase orders.
• Experience reconciling accounts.
• Experience liaising with clients and vendors to resolve minor complaints and address issues.
• Experience obtaining quotes and issuing purchase order with established limits.
• Experience distributing incoming and outgoing mail and deliveries.
• Experience issuing fobs and keys.
• Experience with scheduling meetings.
• Ability to accurately interpret and apply guidelines, procedures, and regulations in a variety of situations.
• Strong verbal and written communication skills.
• Ability to exercise sound judgement and take actions to address issues or concerns.
• Demonstrated ability to exercise a high level of confidentiality, professionalism, good judgement, initiative, tact and discretion.
• Ability to organize and prioritize work to meet deadlines.
• Strong interpersonal and teamwork skills with the ability to also work independently.
• Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

To be successful in this roleyou will be:

• Accountable
• Approachable
• Communicator
• Courteous
• Efficient
• Organized

Work Location: This role is not 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: 03/25/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
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

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.