Office 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.

The Munk School of Global Affairs & Public Policy proudly offers undergraduate and graduate degree programs in a variety of areas of global affairs and public policy expertise. As part of the University of Toronto, we are home to exceptional faculty, experts, and researchers from around the globe, and over 50 academic centres, labs, and programs. Our School brings together world class faculty and students from a range of disciplines to tackle the most pressing global and public policy issues of our time.

Your opportunity:

The Office Assistant provides reception and administrative assistance at the Munk School of Global Affairs & Public Policy. The Office Assistant is the front-line receptionist and courteously greets and welcomes all visitors to the office, responds to inquiries and redirects to appropriate contact, assists the with Master of Public Policy program students and activities, answers the main telephone line, receives, distributes and sends courier packages and mail; coordinates room bookings and appointments.

The incumbent provides administrative assistance including creating and updating documents and spreadsheets, maintains filing systems and updates School lists, photocopies and collates materials. The Office Assistant works with the School administrative staff to coordinate logistics for events including making venue and catering arrangements, receiving registrations and compiling material needed for the events. The incumbent collects invoices and receipts for office expenses. To assist with the office operations, the incumbent maintains office supplies, places orders for office equipment maintenance and repairs, keeps logs of office equipment. The Office Assistant will provide support to other administrative staff during peak period to complete a range of miscellaneous tasks and processes. 

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Booking rooms and arranging appropriate accommodations
• Liaising with contacts to ensure consistent administration procedures are followed
• Identifying and introducing variations to established administration processes
• Writing routine documents and correspondence
• Verifying the accuracy and completeness of documents
• Determining logistical details and activities for events and/or programming
• Making minor purchases

Essential Qualifications:

• College Diploma (2 years) in business administration or acceptable combination of equivalent experience.
• Minimum of two-years recent and related clerical, administrative and/or reception experience in a post secondary educational institution
• Experience providing excellent customer services in a busy office environment.
• Experience scheduling appointments, booking rooms, booking travel arrangements and accommodations
• Experience maintaining electronic and physical filing systems
• Experience providing events support including coordinating schedules and arranging catering
• Experience writing, proofreading, and editing documents
• Experience making minor purchases, preparing expense, and reimbursements
• Experience working with databases.
• Experience organizing data and generating reports.
• Proficient in MS Word and Excel skills; skilled in data entry and working with databases
• Excellent verbal and written communication skills, with the ability to interact professional with others
• Excellent data entry skills
• Demonstrated ability to work in a fast pace, busy office
• demonstrated ability to interact with people in a tactful, polite, professional and diplomatic way
• Knowledge in FIS
• Ability to coordinate event logistics and perform event setup and closure ,including but not limited to standing, bending, lifting and reaching etc.

Assets (Nonessential):

• Experience with Canva would be an asset.

To be successful in this role you will be:

• Courteous
• Diplomatic
• Possess a positive attitude
• Proactive
• Tactful
• Team player

Please note: 

• This is a part-time position, with a work schedule from Monday to Thursday (50% FTE) with a total of 18.12 hours each week.
• This is a term position until April 30, 2027. 
• Internal applicants may request a job description at View email address on jobs.utoronto.ca. 

Closing Date: 08/11/2026 , 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Term 
Schedule: Part-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
Recruiter: Daniel Hoverd

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.