Administrative and Communications Assistant

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.

Your opportunity:

Housed at the School of Cities, the Institute on Municipal Finance and Governance (IMFG) is a leading academic and policy research hub focused on municipal finance, governance, and public policy in Canada and internationally. IMFG produces research, convenes events, and supports knowledge exchange to inform decision-making in cities and regions.

Under the supervision of the IMFG Director and in close collaboration with the Institute Manager, IMFG is seeking an organized and detail-oriented Administrative and Communications Assistant to support the Institute’s core operations. This position plays a central role in ensuring the smooth delivery of IMFG’s publications, events, fellowship programs, communications, and day-to-day administrative functions.

The role is responsible for coordinating the editing, design, and release of IMFG publications, working closely with authors, editors, and designers to ensure timely, accurate, and high-quality outputs. It maintains publication schedules, formatting and dissemination of the publication. In addition, the position ensures the IMFG’s website content is updated and administers the Institute’s social media platforms, including content creation, scheduling, and audience engagement.

The Administrative and Communications Assistant will support the development and distribution of newsletters and other communications materials, while tracking and reporting on media citations and communications performance metrics. The role further supports the planning and delivery of IMFG events such as seminars, workshops, and conferences by coordinating logistics including scheduling, registration, venue arrangements, catering, materials preparation, event promotion, and post-event follow-up.

In addition, the role supports the administration of IMFG fellowship programs by coordinating application processes, communicating with fellows, maintaining program records, and assisting with reporting and evaluation. The position also assists the Institute Manager with financial administration tasks, including expense tracking & invoicing, and provides general administrative support to ensure smooth and efficient day-to-day operations.

Your responsibilities will include:

• Determining logistical details and activities for events and/or programming
• Disseminating promotional and outreach materials to internal and external stakeholders
• Proofreading and fact-checking content
• Maintaining information on digital platforms
• Creating and maintaining presence on socialmedia platforms
• Liaising between departments
• Producing promotional and outreach materials
• Creating and editing documents

Essential Qualifications:

• Advanced College Diploma (3 years) inpublic administration, communications, business, or a related field or acceptable combination of equivalent experience.
• Minimum three (3) years of related experience in administrative, communications, and program coordination roles
• Demonstrated strong organizational skills and attention to detail with the ability to manage competing priorities in a fast-paced environment
• Experience editing and proofreading long form publications
• Experience maintaining websites (WordPress), social media platforms (LinkedIn), and digital communications tools
• Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint) to support administrative support needs
• Experience coordinating events or supporting program delivery
• Demonstrated advanced proficiency with industry-standard design tools, including Adobe Creative Suite and Canva.
• Experience with financial administration processes
• Excellent written and verbal communication skills
• Highly organized and process-oriented
• Proactive and able to work independently

Assets (Nonessential):

• Bachelor’s degree in public administration, communications, business, or a related field
• Experience in municipal policy, governance, or public sector issues is an asset

To be successful in this role you will be:

• Communicator
• Cooperative
• Multi-tasker
• Organized
• Problem solver
• Responsible
• Team player

NOTE: This is a 12-month term position at 80% FTE (part-time).

Closing Date: 09/13/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Grant - Term 
Schedule: Part-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.