Administrative Assistant

Description:

About us:

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.

The Academic Advising & Career Centre (AA&CC) embraces a holistic philosophy in its delivery of integrated academic advising, learning skills, career development and employment coaching services to students. With a commitment to equity, diversity and inclusion, the department operates as a cross-functional team working closely with campus partners to support student success and retention, foster student engagement and strengthen the student experience at UTSC.

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. 

Your opportunity:

We are seeking a highly organized and detail-oriented individual to join our dynamic team!

Reporting to the Program Design Coordinator, you will provide comprehensive administrative and financial support to the department. In this role, you will assist with events logistics, including maintaining the event calendar, scheduling rooms, arranging catering, booking equipment and preparing materials for meetings and events. You will also provide administrative support by developing meeting agendas, recording minutes, maintaining accurate records, and assisting with minor purchasing activities.

In addition, you will work closely with the Business Officer to support key financial processes, including preparing invoices, purchase orders and expense reimbursements, as well as processing accounts payable with accuracy and efficiency.

As the ideal candidate, you will bring your strong time management skills and the ability to manage multiple priorities in a fast-paced environment.

Your responsibilities will include:

• Determining logistical details and activities for events and/or programming, as well as maintaining event calendar
• Arranging catering, booking audio-visual and/or computer equipment, booking rooms and arranging appropriate accommodations
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Preparing purchase orders, expense reimbursements, invoices, and journal entries
• Preparing payroll records for processing and verifying the accuracy of timesheets
• Writing routine documents and correspondence and generating reports
• Verifying the accuracy and completeness of documents
• Making minor purchases

Essential Qualifications:

• College Diploma (2 years) in business administration, or acceptable combination of equivalent education and experience
• Minimum two years of work-related administrative and financial experience in an educational environment, including events logistics
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, OneDrive), SharePoint, Zoom, and Teams
• Demonstrated experience with website management software (e.g. Drupal) and Publishing applications (e.g. Microsoft Publisher, or similar software)
• Strong communication (both oral and written) and interpersonal skills
• Excellent organizational and time management skills
• Attention to detail and accuracy in handling financial documentation
• Must have the ability to manage competing priorities
• Must show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Experience using survey tools (e.g. Survey Monkey) would be an asset.

To be successful in this role you will be:

• Adaptable
• Approachable
• Efficient
• Organized
• Problem solver
• Team player

NOTE:

• Please note this is a Term position until April 2028.
• Please be advised that the working hours for this position are Monday, Tuesday and Thursday 8:45 am - 5:00 pm, Wednesday 8:45 am - 6:00 pm and Friday 8:45 am - 4:00 pm.

Closing Date: 07/10/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $60,237. with an annual step progression to a maximum of $77,035. 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.

Job descriptions are available upon request for internal applicants.