Administrative Assistant (Term)

University of Toronto • Scarborough, ON

1d • CA$72,119 - CA$92,226 • Onsite

About The Position

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 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.

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.

Reporting to the Manager, Operations and Finance, the Administrative Assistant will provide broad support to teaching and research operations in the Department of Biological Sciences. Responsibilities will include acting as the first point of contact to respond to enquiries from faculty, staff and students, coordinating meeting schedules, agendas, materials, action and follow-up items including scheduling appointments; maintaining calendars; and resolving scheduling conflicts, coordinating tasks and event/programming logistics, collating and organizing materials, maintaining and updating filing systems and databases, and providing orientation to others on work procedures and practices. This role will also directly assist with the development of a new graduate program in the department.

Requirements

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five years of recent and related administrative experience, preferably in a post-secondary environment supporting a larger department.
• Demonstrated experience coordinating meeting schedules, agendas, materials, action and follow-up items and scheduling appointments.
• Demonstrated experience creating, writing, and editing content and correspondence.
• Experience in filing systems and records management.
• Must have strong computer skills, including a high degree of functionality in the use of all Microsoft Office applications and SharePoint.
• Must demonstrate strong personal initiative; tact and good judgment and ability to successfully meet deadlines.
• Must be a team player with the ability to develop and maintain effective working relationships with a diverse population of students, staff, faculty and external stakeholders.
• Excellent oral and written communication skills.
• Strong organizational skills and proven attention-to-detail with a demonstrated commitment to accuracy.
• Results-oriented with strong time-management and problem-solving skills with the ability to make effective decisions and set priorities to meet tight deadlines in a fast-paced, dynamic environment.
• Ability to maintain confidentiality for sensitive and/or confidential matters.
• 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.

Nice To Haves

• Experience working in a post-secondary environment.

Responsibilities

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Resolving issues within the scope of the role and escalating problems as required
• Handling sensitive and/or confidential information
• Writing routine documents and correspondence
• Maintaining information on digital platforms
• Providing detailed information on processes, policies, and procedures
• Determining logistical details and activities for events and/or programming

What This Job Offers

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