Departmental Assistant

University of Toronto • Toronto, ON

9d • 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. The social sciences Departments of Human Geography, Political Sciences, Centre for Global Development Studies, Sociology, Health and Society and Anthropology at the University of Toronto Scarborough consist of award-winning faculty who combine active and productive research programs with teaching innovation and excellence. Many of the Faculty’s expertise extend well beyond Canada to cover all regions of the globe. All our programs focus on teaching the core skills of critical thinking, qualitative and quantitative research methods and analysis, and excellence in writing. We also recognize the benefits of co-operative education and offer co-op programs closely aligned with various fields of studies. The programs are designed to intrigue and satisfy students’ curiosity, to nourish their mind, and to equip students to become effective citizens of the global 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.

As the Departmental Assistant your role is key to providing support to six academic units. You will be the first point of contact for staff, faculty, students and members of the public and will direct them to the appropriate individual, answer questions and provide general information. In addition, you will provide a wide range of administrative services and support, including front-line assistance, producing reports, entering and updating information in databases, website maintenance, coordinating examinations (i.e. submission of grades, course evaluations) and coordinating events (ie. catering, room bookings).

In this dynamic role, you will be reporting into the Manager, Finance and Administration - Human Geography, Political Sciences and Global Development Studies, as well as the Manager, Finance and Administration - Anthropology, Sociology and Health and Society.

As this role is a customer-service, front-facing role, handling incoming enquiries and questions from students, faculty, staff and guests, this position will be required to work full-time on-site.

Requirements

• Advanced College Diploma (3 years) or acceptable combination of equivalent education and experience.
• Minimum three (3) years of related administrative experience, preferably within a University or higher education environment.
• Demonstrated experience acting as first point of contact with the ability to effectively convey information, answer inquiries in a professional manner, screen and respond to a high volume of inquiries with superb customer service.
• Experience working with various examination procedures (ie. collecting and submission of grades, scantron procedures, storage of examinations, deferred exams).
• Experience working with course management systems (i.e. Quercus), databases, as well as MS Office (Word, Outlook, Excel and PowerPoint) and virtual platforms (i.e. Zoom, Teams).
• Experience writing and editing digital communications (e.g. Mailchimp) and experience maintaining information on websites (e.g. WordPress or similar software).
• Experience conceptualizing, organizing and executing event activities and logistics (including catering, room booking, etc.).
• Ability to respond to and handle administrative matters of a confidential and sensitive nature.
• Excellent written (spelling and grammar) and verbal communication skills, in order to respond to various incoming enquiries and requests
• Must have a strong attention to detail, excellent problem-solving skills and be very organized to respond to multiple requests in a timely manner
• Familiarity with copyright laws and guidelines in relation to the printing of examinations, quizzes, and tests
• Ability to exhibit a high standard of professionalism, confidentiality and integrity when interacting with all levels of staff, faculty, students and the public.
• Must display a positive attitude and be flexible, act with discretion, have sound judgment, diplomacy and tact
• 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.

Nice To Haves

• Approachable
• Communicator
• Efficient
• Organized
• Problem solver
• Resourceful
• Tactful
• Team player

Responsibilities

• Resolving issues within the scope of the role and escalating problems as required.
• Maintaining a database (creating and updating records) and generating reports.
• Tracking and monitoring work order status.
• Coordinating the receipt and storage of all examinations and related materials.
• Uploading digitized documents to the online recruitment system and maintaining information on digital platforms (ie. websites).
• Collecting and submitting grades and organizing, summarizing and circulating program and/or course evaluations.
• Determining logistical details and activities for events and/or programming (including booking rooms, catering and arranging appropriate accommodations).
• Preparing expense reimbursements and preparing and issuing invoices for cost recovery.

What This Job Offers

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