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Administrative Assistant

University of Toronto
Toronto, ON

Job Details

Administrative Assistant

Date Posted: 09/25/2023
Req ID: 34099
Faculty/Division: Faculty of Arts & Science
Department: Dept of Computer Science
Campus: St. George (Downtown Toronto)
Position Number: 00049064


About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Established in 1964, the Department of Computer Science is ranked among the top computer science departments in the world. Our faculty have been presented with a wide variety of honours and awards over the years, including two Turing Awards, and many other national and international honours. We provide diverse programs and research opportunities while consistently producing high-impact research that is among the most highly cited in computer science.

Your opportunity:

Under the general direction of the Vice-Chair, Associate Chairs, and supervised by the Manager, Office of the Chair, the incumbent is responsible for providing general administrative support to the Vice-Chair, Associate Chairs and supporting the projects as directed from the Chair's Office.

Your responsibilities will include:

  • Scheduling appointments
  • Formatting data collected for presentations and reports
  • Preparing draft statistical reports and summaries from data collected
  • Handling sensitive and/or confidential information
  • Writing routine documents and correspondence
  • Coordinating meeting schedules, agendas, materials, action and follow-up items
  • Determining logistical details and activities for events and/or programming
  • Making minor purchases

Essential Qualifications:

  • Advanced College Diploma (3 years) or acceptable equivalent combination of education and recent and relevant experience
  • Minimum three years of recent and relevant experience in providing administrative support to academic faculty leaders in academic projects, research administration, industrial relations, and events in a fast paced and dynamic academic institution
  • Experience providing administrative support including administering and managing multiple calendars; monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events; booking committee meetings and taking meeting minutes
  • Experience working with University or academic processes, policies, and procedures
  • Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence
  • Experience in planning and coordinating event logistics, including coordinating event schedules, booking speakers, making travel and hotel arrangements, arranging catering, arranging space/room and AV bookings
  • Experience with providing administrative support in academic searches, and other related processes
  • Professional demeanor with a strong customer service orientation and effective interpersonal skills to effectively deal with students, staff and faculty; and ability to be a team player while assisting and supporting other administrative positions within the department
  • Excellent organizational, analytical and time management skills with superior ability to oversee a busy schedule, manage competing deadlines,and consistently deliver results with initiative and flexibility
  • Strong verbal and written communication skills
  • Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight; and ability to exercise judgement and discretion in handling sensitive and confidential information
  • Demonstrated ability to make decisions and resolve problems to ensure that administrative processes function efficiently
  • Advancedskills in MS Office Suite, Office 365, Thunderbird, Google calender/hangout, Zoom, Adobe Acrobat Pro with the ability to learn and effectively deploy new technology tools for office tasks
  • Demonstrated ability to effectively track, manage, compile, review, and present qualitative and numerical data, such as program/student data, ROSI data, course evaluation data, and financial data

Assets (Nonessential):

  • Knowledge of Computer Science programs
  • Experience with Academic Jobs Online (AJO)

To be successful in this role you will be:

  • Communicator
  • Diplomatic
  • Efficient
  • Meticulous
  • Organized
  • Team player

This role is not currently eligible for a hybrid work arrangement, pursuant to the University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 10/03/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $65,407 with an annual step progression to a maximum of $83,646. 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.

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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 embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

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

Job Segment: Computer Science, Administrative Assistant, Employee Relations, Secretary, Technology, Administrative, Human Resources, Research


Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.

U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.


U of T is one of Canada’s Top 100 Employers.
U of T is one of Canada's Best Diversity Employers.


Are you looking for a challenging, meaningful career in a supportive and diverse environment?

Work where the world comes to think.

Work where the world comes to discover.

Work where the world comes to learn.


Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.

We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.

Employees have access to:

  • Excellent health and dental benefits;
  • On-site support for training and career development;
  • Flexible work arrangements;
  • Childcare subsidy;
  • Tuition waivers;
  • Scholarships and/or tuition waivers for dependants;
  • Generous paid time off;
  • Support on equity and diversity issues;
  • On-site child care;
  • University Pension Plan;
  • Subsidized athletic facility membership;
  • World-renowned libraries;
  • Confidential counselling services;
  • Parking and TTC Metropasses;
  • Employee and Family Assistance Plan;
  • Continued health benefits for pensioners.


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