Administrative Coordinator

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.

The Public History Lab is based at the Munk School and is led by Professor Timothy Snyder. Based on historical methods and approaches, the Public History Lab’s mission is to demonstrate how historical context can inform contemporary political discourse by engaging directly with community members, writers, thinkers and policy-makers. The work of the lab’s members and affiliated scholars starts from the assumption that research-based humanities scholarship can and should be shared as widely as possible.

Your opportunity:

Reporting to the Executive Director at the Munk School, with supervision by the Manager, Public History Lab, the Administrative Coordinator provides comprehensive support to the Director of the Public History Lab. Under the general guidance of the Manager of the Public History Lab, this role ensures the smooth operation of the day-to-day administrative support.

Key responsibilities include, responding to enquiries, and redirecting questions, event planning, maintaining the office space, coordinating travel logistics, maintaining and updating digital platforms (including social media), and drafting briefing documents.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Liaising with students and faculty to coordinate program activities.
• Coordinating tasks for projects and other strategic initiatives with stakeholders.
• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Writing routine documents and correspondence.
• Collating and organizing data for various reports. 
• Scheduling travel plans and requesting appropriate accommodations.
• Maintaining information on digital platforms.
• Event coordination, including booking room, arranging guest accommodations, booking audio visual equipment, arranging catering. 
• Keeping well informed on policies, rules, regulations and guidelines. 

Essential Qualifications:

• Advanced College Diploma (3 years)or acceptable combination of equivalent experience.
• Minimum three years, relevant experience providing administrative support in program administration, event coordination, and communications to an academic leader and researcher from the humanities and/ social sciences.
• Experience with relevant Graduate Academic program guidelines and administration. 
• Relevant experience managing a very busy schedule and calendar.
• Experience arranging domestic and international research and engagement trips and organizing visits, including making travel and hotel arrangements.
• Experience preparing correspondence to stakeholders on behalf of a Principal Investigator (PI).
• Experience with writing, editing, and reviewing documents.
• Experience with basic budgeting and financial processes: estimating costs, compliance with University and funder regulations, expense reimbursements, basic reporting.
• Experience producing content and designs for social media posts and managing social media communications presences, particularly for Instagram.
• Experience organizing events, including sending invitations, managing registrations, booking spaces, arranging catering and booking travel.
• Excellent professional written and oral communication.
• Excellent interpersonal and customer service skills.
• Advanced computer skills in MS Office (e.g., Word, Outlook Calendar, Excel, and PowerPoint), and Adobe Acrobat and Canva.
• Strong skills with a variety of social media platforms.
• Excellent ability to understand and interpret procedures, policies and guidelines.
• Excellent time and task management skills: able to work with high volume workflow, experience with triaging requests, and summarizing requests and managing responses.
• Demonstrated ability to exercise a high degree of initiative and judgment dealing with a variety of responsibilities in a high-volume environment with multiple deadlines and competing priorities.
• Experience handling confidential and sensitive information.

Assets (Nonessential):

• Bachelor's Degree in humanities, social science, area studies preferred.
• European Language.
• Knowledge of European politics or history.
• Experience as a Research Assistant.

To be successful in this role you will be:

• Communicator
• Diplomatic
• Multi-tasker
• Organized
• Resourceful
• Thoughtful

Please note this a one year term position. 

Closing Date: 11/17/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Grant - 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

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.