Administrative Assistant

Date Posted: 10/24/2025
Req ID: 45731
Faculty/Division: UofT Scarborough
Department: UTSC:Ofc of the Vice-Pres & Principal
Campus:  University of Toronto Scarborough (UTSC)
Position Number:

Description:

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.
Your opportunity:
The Office of the Vice-President and Principal at UTSC is grounded in a Culture of Care—a commitment to Inclusive Excellence and the principles of a Healthy Campus. It fosters respect, safety, and collaboration, creating an environment where students, staff, librarians, and faculty can thrive together. The office supports the strategic priorities outlined in Inspiring Inclusive Excellence and leads the planning and execution of major campus-wide events and initiatives. Reporting to the Executive Assistant and working closely with office staff, the Administrative Assistant provides essential support for projects and events, coordinating logistics such as agendas, catering, and follow-up. The role requires professionalism, attention to detail, and strong critical thinking skills, all in service of a vibrant, inclusive campus community.
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 responsibilities will include:

• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Determining actionable items based on the review of applicable information
• Writing routine documents and correspondence
• Collating and organizing materials
• Distributing incoming and outgoing mail and deliveries
• Booking rooms and arranging appropriate accommodations
• Providing orientation to others on work procedures and practices

Essential Qualifications:

• Advanced College Diploma (3 years) with business administration courses or acceptable combination of equivalent experience
• Minimum three years related administrative experience that includes coordinating logistics for meetings and events, preparing agendas, arranging catering, and managing follow-up. Preferably within a higher education institution.
• Must have demonstrated experience supporting senior leadership/ management.
• Demonstrated strong attention to detail in all aspects of work with the ability to process multiple requests and tasks in a timely manner.
• Demonstrated ability to remain organized and work effectively under pressure and manage multiple requests and tasks within a rapidly changing environment while maintaining a high level of accuracy.
• Demonstrated ability to apply critical thinking and sound judgment in analyzing information, identifying issues, and proposing effective solutions in a dynamic and complex environment.
• Demonstrated proficiency in MS Office (Word, Excel, PowerPoint, Outlook, OneDrive), Adobe Acrobat, SharePoint, Zoom and Survey Monkey.
• Demonstrated experience with website software such as Drupal, and Canva & Publisher (or similar design tools for event invitations, newsletters etc.).
• Demonstrated ability to take initiative and support special projects and assignments.
• Demonstrated professionalism and discretion in handling sensitive information and interactions.
• Excellent oral and written communication skills with strong interpersonal skills and ability to work collaboratively with diverse teams and stakeholders across the office and the University.
• 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 role you will be:

• Achievement oriented
• Communicator
• Efficient
• Multi-tasker
• Organized
• Team player

Closing Date: 11/03/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band $67,916. with an annual step progression to a maximum of $86,855. 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.