Undergraduate Assistant
About The Position
The University of Toronto Scarborough is seeking an Undergraduate Assistant to provide administrative support services for programs and courses in the Departments of Anthropology and Sociology. This role is crucial for supporting faculty and students with the hiring process for Teaching Assistants, Course Instructors, Sessional Lecturers, and Invigilators, as well as understanding CUPE 3902 collective agreements. The position is ideal for an individual who thrives in a demanding academic environment, enjoys administrative coordination, and is dedicated to providing high-quality service to a diverse academic community.
Requirements
- Advanced College Diploma (3 years) in an acceptable field or acceptable combination of equivalent experience.
- Minimum two years of relevant administrative and academic support experience in a complex, service-oriented office environment
- Demonstrated experience providing front line customer service working with a wide variety of stakeholders.
- Demonstrated ability to coordinate efficient administrative processes and to maintain electronic and hard copy filing systems.
- Experience handling confidential or sensitive information within a professional setting.
- Exceptional organizational with demonstrated ability to manage multiple priorities effectively.
- Proven ability to work both independently and collaboratively within a team-based environment.
- Advanced proficiency in Microsoft Office Suite, particularly Excel for data organization and reporting.
- Superb communication (verbal and written) and interpersonal skills, maintaining tact when dealing with others under pressure.
- Strong commitment to accuracy, quality, and attention to detail in all aspects of work.
- Demonstrated capacity to perform effectively under time constraints and competing deadlines, while managing interruptions and shifting priorities.
- 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
- Bachelors degree is highly preferred.
- Experience working in a post-secondary or academic administrative environment, supporting students, staff, faculty and community populations
- Familiarity with university systems and processes (e.g., student records, room bookings, academic policies and handbooks, HR or payroll workflows).
- Experience supporting recruitment or onboarding processes for teaching assistants, instructors, or casual staff.
- Proficiency with database management, reporting tools, or enterprise systems (e.g., ROSI/ACORN, HRIS, Quercus, or similar platforms).
- Familiarity with accessibility standards and inclusive administrative practices in educational settings.
- Experience contributing to process improvement, workflow coordination, or administrative innovation.
Responsibilities
- Coordinating the recruitment and training process of teaching assistants, exam invigilators, course instructors, sessional lecturers and/or stipend instructors
- Proofing and posting adverts to recruit applicants on hiring software
- Interpreting guidelines to determine the eligibility of graduate students for teaching assistantships
- Preparing draft employment letters using templates on hiring software
- Collecting supporting documentation required for payroll and/or HRIS processing
- Maintaining information in databases and digital platforms
- Collating and organizing data for various reports
- Tracking and monitoring enrollments and informing management of enrollment numbers
Benefits
- Annual step progression to a maximum of $81,797
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
