Administrative Assistant (term)

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Established in 1964, the Department of Computer Science is ranked among the top computer science departments in the world. Our faculty have been presented with a wide variety of honours and awards over the years, including two Turing Awards, and many other national and international honours. We provide diverse programs and research opportunities while consistently producing high-impact research that is among the most highly cited in computer science.

Your opportunity:

Under the general leadership of the Director of Administration, the incumbent is responsible for providing general administrative support and project coordination for the department's Academic Leadership Team.

Note: this is a two-year term position. 

Your responsibilities will include:

• Scheduling appointments
• Formatting data collected for presentations and reports
• Handling sensitive and/or confidential information
• Writing routine documents and correspondence
• Updating and maintaining database records
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Determining logistical details and activities for events and/or programming
• Making minor purchases

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration or acceptable equivalent combination of education and relevant experience.
• Minimum three years of recent and relevant experience in providing administrative support for projects, research administration, industrial relations, operations and events in a fast paced and dynamic environment. Some experience should be in an academic unit for a post-secondary institution. 
• Experience providing administrative support to several members of an academic leadership team including administering and managing multiple calendars; monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events
• Experience in liaising with senior administrators and leaders, while working with defined processes, policies and procedures; and maintaining effective office systems and protocols
• Experience drafting, editing and preparing a variety of written documents including the ability to concisely summarize information
• Experience in designing and formatting documents, handouts and presentations
• Experience facilitating committee meetings including: agenda and document distribution, taking minutes and recording action items in the meetings
• Experience in maintaining and updating relevant information on websites and Sharepoint sites
• Experience in maintaining and updating databases
• Experience in planning, coordinating event logistics, including coordinating event schedules, booking speakers, making hotel arrangements, events setup, arranging catering, room and AV bookings
• Ability to multi-task and deal with competing deadlines effectively and deliver results with initiative and flexibility
• Professional demeanor with a strong customer service orientation and effective interpersonal skills to effectively deal with faculty, staff and students and ability to be a team player while assisting and supporting other administrative areas within the department
• Excellent organizational, analytical and time management skills with superior ability to oversee busy schedules
• Strong verbal and written communication skills
• Ability to understand, interpret and apply procedures and guidelines; coordinate information and arrangements with minimum oversight; and ability to exercise judgement and discretion in handling confidential information
• Demonstrated ability to make decisions and resolve problems
• Advanced skills in MS Office Suite, Office 365, Google calendar/hangout, Zoom, Drupal and Adobe Acrobat Pro with the ability to learn and effectively deploy new technology tools for office tasks

Assets (Nonessential):

• Knowledge of Computer Science programs

To be successful in this role you will be:

• Communicator
• Diplomatic
• Efficient
• Meticulous
• Organized
• Team player

For internal staff, a copy of the detailed job description is available upon request from the Faculty of Arts and Science HR Office by emailing: View email address on jobs.utoronto.ca . 

Closing Date: 10/06/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $70,633 with an annual step progression to a maximum of $90,329. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email: View email address on jobs.utoronto.ca

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.

Job descriptions are available upon request for internal applicants.