Administrative Assistant, International Programs

University of Toronto • Toronto, ON

3d • CA$60,237 - CA$77,035 • Onsite

About The Position

The Faculty of Arts & Science is seeking an Administrative Assistant for the International Programs Office at New College. This role supports programs like the International Summer Academic (ISA) and the International Foundation Program (IFP). The Administrative Assistant will serve as the first point of contact, providing reception and front-line support, assisting with applications and registration, composing correspondence, aiding with residence move-in/out, coordinating events (including catering and room bookings), and supporting daily administrative tasks for the IFP and ISA. The position requires a commitment to equity, recognizing and supporting the diverse experiences of international students and communities. Flexibility for overtime during peak summer periods, including evenings and weekends, is necessary.

Requirements

• College Diploma (2 years) or an acceptable equivalent combination of education and experience.
• Minimum two (2) years of relevant administrative assistance experience in a fast-paced and dynamic environment
• Minimum two (2) years of experience providing administrative support in a language learning and extra-curricular program or similar environment, preferably in a post-secondary education setting
• Demonstrated experience handling high volume of email inquiries requiring ongoing and detailed correspondence with students, representatives, parents, and group leaders
• Demonstrated experience providing detailed information on program inquiries and application processes
• Experience coordinating meetings and events
• Skilled in organizing filing and office records
• Ability to order and maintain inventory of office supplies
• Demonstrated time management skills, with the ability to effectively prioritize, multi-task and organize work, and meet tight deadlines while able to pay attention to detail
• Intermediate skills in Microsoft Office (e.g. Word, Excel, Outlook, PowerPoint)
• Intermediate skills with online video/audio conferencing applications (e.g. Zoom, Microsoft Teams)
• Excellent oral and written communication skills
• Ability to exercise good judgement, tact and confidentiality
• Demonstrated strong student and client service orientation and experience fostering equity, diversity and inclusion in a language-learning environment.

Nice To Haves

• Fluency in a second language

Responsibilities

• Acting as the first point of contact for students, parents, representatives, and International Programs Office staff
• Distributing incoming and outgoing mail and deliveries, including packages and brochures
• Maintaining an up-to-date and well-organized electronic and hard copy filing system for the Managing Director
• Updating and maintaining records relating to the application and registration process
• Disseminating information to applicants for the IFP and university admission process
• Coordinating meeting schedules, agendas, materials, action and follow-up items for the Managing Director
• Determining logistical details and activities for events and/or programming such as receptions, workshops, student welcome, orientation events, and student life events, etc.
• Ordering and maintaining inventory of office supplies, photocopiers, meeting supplies

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree