Undergraduate Assistant

Date Posted: 07/09/2025
Req ID: 44155
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Physical & Environmental Sci
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00055710

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 Undergraduate Assistant will interact with a variety of stakeholders leveraging their strong administrative skills to support a diverse array of activities in support of the general operations of the Department’s diverse undergraduate programs. General duties can include (but are not limited to: creating and editing a diverse array of correspondence and documentation, gathering, organizing and formatting information, maintain records, coordinating meeting schedules, agendas, materials, action and follow-up items and providing event support logistics.

Your superb organization and communication skills will ensure that our faculty and students have access to the most up-to-date information regarding our courses and programs. In addition, you will play a key role overseeing the Department’s student testing and examination activities from start to finish including, but not limited to, coordinating the preparation and communication of the exam schedule, the printing and delivery of exams, the hiring, training and scheduling of exam invigilators, and the final receipt and storage of completed exams.

Your strong attention to detail and experience using computer software will support the Department’s growing efforts to collect, analyze and present data designed to improve the efficiency and transparency of both its processes and decision making.

Your exceptional organizational and customer service skills will enable you to proactively engage and support the needs of our faculty and students. Your creativity will help foster an environment of innovation designed to improve the efficiency and effectiveness of our processes, enhance our ability to promote our programs, and enhance the overall experience for our students, staff and faculty.

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
• Provides administrative support by: scheduling meetings, writing routine documents and correspondence, disseminating information, updating and maintaining records
• Supports test and examination activities by: preparing and disseminating examination timetables, and coordinating the printing, receipt, delivery and storage of all examinations and related materials
• Preparing draft statistical reports and summaries from data collected
• Coordinating program logistics and schedules with stakeholders, troubleshooting timetabling and/or room booking conflicts.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum two years related experience providing office administrative support in a fast-paced environment
• Experience drafting, editing, and preparing a variety of written documentations and correspondence
• Experience coordinating meetings, taking minutes and recording action items
• Experience determining logistical details for events and/or programming
• Experience creating, organizing and maintaining electronic and paper filing systems.
• Strong proficiency with MS Office 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint, Microsoft Lists, etc.)
• Advanced proficiency with Microsoft Excel (e.g., pivot tables, vlook-ups, macros) to compile, analyze, and summarize data for reporting and planning purposes.
• Must be proficient utilizing databases and mail-merge functionality.
• 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.
• High quality customer service skills with the ability to produce high quality work and to work well under pressure in order to meet deadlines
• Good judgment and decision-making skills
• Demonstrated experience initiating workflow improvements to increase efficiency and productivity
• Applicants are also expected to show evidence of a commitment to equity, diversity,
  inclusion, and the promotion of a respectful and collegial learning and working
  environment

Assets (Nonessential):

• Familiarity with Quercus or other Post-Secondary Course management system
• Familiarity with Financial Information or Human Resource Information systems (e.g. SAP).
• Proficient in the use of RSVP management tools (e.g. Eventbrite, Doodle Poll, MailChimp, etc.) and survey creation (e.g. MS Forms, Survey Monkey, etc.) tools
• Familiarity hiring management software (e.g. SuccessFactors)

To be successful in this role you will be:

• Approachable
• Organized
• Possess a positive attitude
• Problem solver
• Tactful
• Team player

Notes:

• This is a one (1) year term opportunity until August 2026.

Closing Date: 07/20/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 08 -- $62,832. with an annual step progression to a maximum of $80,351. 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.