Administrative Maintenance Coordinator

Job description

Administrative Maintenance Coordinator

Date Posted: 06/08/2021
Req ID: 4321
Faculty/Division: University of Toronto Scarborough
Department: UTSC: Facilities Management
Campus: University of Toronto Scarborough (UTSC)

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.

In the Facilities Management department, we take pride in our buildings and grounds and provide a welcoming, service-oriented, clean and safe environment for our students, faculty and staff.

Our mission is to facilitate the Academic Mission of Excellence in Research and Teaching by providing a safe, clean, healthy, comfortable and sustainable environment for students, faculty, staff, and visitors.

Your opportunity:

As the Administrative Maintenance Coordinator, you will be working under the direction of the Manager, Finance and Administration and working closely with the Assistant Director, Engineering and Physical Plant, Assistant Manager, Mechanical Operations, and Manager, Maintenance & Carpentry. You will respond and resolve inquiries and issues, coordinate tasks for projects and other strategic initiatives, collect supporting documentation required for payroll, generate reports, update and maintain a database, order supplies within established limits, collect and submit expense reimbursement claims, verify accuracy of invoices, prepare payroll records for processing, and troubleshoot and resolve payroll discrepancies. You will also serve as a resource to others by providing (non-supervisory) job-related guidance and provide orientation to others on work procedures and practices.

Your responsibilities will include:

  • Responding and resolving enquiries and issues within the defined scope of the role and escalating problems as required
  • Handling sensitive and/or confidential information
  • Updating and maintaining records
  • Keeping well-informed on University programs, policies and procedures
  • Verifying the accuracy of invoices
  • Collecting supporting documentation required for payroll and/or HRIS processing
  • Preparing payroll records for processing
  • Troubleshooting and resolving payroll discrepancies

Essential Qualifications:

  • Advanced College Diploma (3 years) or acceptable combination of equivalent experience
  • Minimum five years of related work experience providing administrative support in a facilities service environment
  • Effective interpersonal and communication skills (written and verbal), problem solving and organizational skills, and initiative and analytical skills
  • Strong computer skills with experience in Microsoft Word, Outlook, Excel, generating reports, and updating and maintaining databases (e.g. WebTMA or similar CMMS system)
  • Knowledge of SAP (FIS and HRIS) and Kronos or similar information systems
  • Familiarity with the University of Toronto’s Guide to Financial Management, policies, procedures and collective agreements
  • Experience tracking and updating attendance, lieu time, and calculating vacation pay
  • Must have demonstrated commitment to service excellence and demonstrated ability to deal directly with staff at all levels of the organization and clients
  • Must be able to work independently, as well as part of a team to support the administrative operations
  • Must be able to prioritize, meet deadlines and exercise accuracy and attention to detail
  • Must possess tact, diplomacy, sound judgement and a positive and professional attitude
  • 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

To be successful in this role you will be:

  • Articulate
  • Meticulous
  • Motivated self-learner
  • Multi-tasker
  • Resourceful
  • Responsible


A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 06/21/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $62,464 with an annual step progression to a maximum of $79,879. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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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

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

Job Segment: Payroll, HR, Equity, ERP, Engineer, Finance, Human Resources, Technology, Engineering




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Job No:
Posted: 6/9/2021
Application Due: 9/7/2021
Work Type: Full Time