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Departmental Assistant

University of Toronto
Toronto, ON

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Job Details

Departmental Assistant

Date Posted: 09/25/2023
Req ID: 34081
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Philosophy
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00045198

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 unlimitedpotential. Join us on our journey.

The Department of Philosophy is a growing research and teaching intensive department. We teach a wide constituency of students at UTSC from specialists in philosophy, double majors in philosophy and another area such as psychology or political science, to large numbers of students who combine their primary field of study with a minor in philosophy. We provide a full spectrum of courses in the major areas of philosophy such as ethics, metaphysics, theory of knowledge and of mind, and aesthetics. We also teach a range of applied courses with a focus on biomedical ethics.

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:

Reporting to the Departmental Administrator, the Departmental Assistant plays a key role in supporting the operational functions of the Department of Philosophy. You will provide a full range of administrative support to the department while also serving as a first point of contact for students and visitors. You will draft, edit and disseminate various reports, correspondence and departmental newsletters, ensuring to verify the accuracy and completeness of the material. You will also assist with routine office duties such as maintaining office supplies and key inventories, scheduling service calls and placing work orders, setting up and maintaining departmental codes forphotocopier, generating usage reports, managing room bookings for departmental events, etc. The Departmental Assistant also offers essential clerical course support, supporting the Departmental Administrator as needed.

Your responsibilities will include:

  • Acting as a first point of contact for the department by responding to enquiries within the defined scope of the role and redirecting as appropriate
  • Providing administrative support by drafting, editing and disseminating various documents and correspondence as assigned
  • Coordinating meeting schedules, agendas, materials, action and follow-up items
  • Creating and maintaining content for marketing and/or promotional materials e.g., recruitment materials, brochures, posters, newsletters, websites and/or handbooks, etc.
  • Maintaining information on website as well as creating and maintaining a presence on social media
  • Determining the logistical details and activities for events and/or programming
  • Generating reports by collating and organizing data
  • Updating and maintaining records, scanning, filing and performing routine data entry

Essential Qualifications:

  • College Diploma (2 years) or acceptable combination of equivalent experience.
  • Minimum two years of relevant clerical and administrative office experience in a front-line position, which includes a minimum of 1 full year of experience in graphic design (e.g., creating newsletters, brochures/posters, recruitment materials, website editing, etc.)
  • Demonstrated experience with social media and managing accounts.
  • Advanced-user in Adobe Creative Cloud (specifically InDesign, Photoshop, Dreamweaver) is required.
  • Strong computer skills particularly in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Access)
  • Must have strong customer service orientation and effective interpersonal skills.
  • Must have excellent communication (verbal and written).
  • Must be able to work independently and in a team environment.
  • Demonstrated initiative, proven accuracy and attention to detail.
  • Ability to work under time constraints and work load pressures while maintaining tact and professionalism when dealing with Faculty, Staff, Students, and the general public.
  • Demonstrated ability to coordinate efficient administrative processes and to maintain electronic and hard copy filing systems.
  • Ability to exercise sound judgment and initiative in following established guidelines and procedures.
  • 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):

  • Experience working in a post-secondary institution in an academic department would be an asset.

To be successful inthis role you will be:

  • Approachable
  • Cooperative
  • Courteous
  • Multi-tasker
  • Organized
  • Possess a positive attitude


  • This is a TERM opportunity until October 2024.
  • A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 10/02/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $58,012 with an annual step progression to a maximum of $74,189. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Muna Awad

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: Administrative Assistant, Data Entry, Drafting, Graphic Design, Political Science, Administrative, Social Sciences, Engineering, Creative


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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