Date Posted: 08/05/2025
Req ID: 44583
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)
Position Number: 00026780
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:
Established in 1859, the University of Toronto’s Department of Chemistry is one of Canada's leading and recognized institutions. We take pride in our teaching excellence, advanced research facilities, and the development of distinguished scientists in the past and future. Our department has a wide variety of services, including chemical stores, an NMRlab, X-Ray analysis lab, and a Mass Spectrometry lab. These resources, combined with our ambition and excitement, create an ideal place to work, research, and impact science education.
The Administrative Assistant reports to the Director, Operations and Technical Services, and provides Academic front-line administrative assistant, in the Office Administration unit and plan and executes the logistic of events.
This is a term position that will end approximately in June 2026. This is 100% onsite position.
Your responsibilities will include:
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Coordinating meeting schedules, agendas, materials, action and follow-up items
- Determining logistical details and activities for events, including scheduling travel plans, arranging catering, handling expenses for events, maintaining event calendar, coordinating meeting schedules, agendas, materials, action and follow-up items
- Organizing course evaluations material and student orientation material.
- Disseminating program and/or service information and checking completeness of graduate program applications
- Writing routine documents and correspondence, and verifying the accuracy and completeness of documents
- Maintaining information on a website and in databases
- Making minor purchases
Essential Qualifications:
- College Diploma (2 years) or acceptable combination of equivalent experience.
- Minimum two years of relevant clerical, administrative and reception experience in a frontline position in an academic department at a post-secondary school. Working with databases, data entry and word processing and providing strong customer service
- Experience providing excellent customer service in-person, by telephone, and by email
- Experience taking committee meeting minutes and editing documents such as agendas for events, slide shows, award certificates, signs, drafting emails for senior leaders
- Experience providing student service, graduate, and undergraduate administrative support, including answering inquiries and/or redirecting students to the appropriate resources; facilitating students’ requests, including the coordination of PhD defense and advisory committee meetings and collecting faculty feedback; supporting the graduate program office with coordinating next steps
- Experience with planning and executing the logistics of events, including scheduling travel plans, arranging catering,handling expenses for events, maintaining event calendar, coordinating meeting schedules, agendas, materials, action and follow-up items
- Experience making minor purchases, and handling expenses
- Experience accurately updating and maintaining a database for student records and event tracking, filing and record keeping
- Experience using ROSI/ACORN and ROSI Express
- Experience updating websites
- Excellent oral and written communication skills. Excellent interpersonal skills
- Advanced computer skills in: MS Office Suite (e.g. Word, Excel, PowerPoint, Outlook)
- Ability to use judgment and initiative in providing information and making appropriate referrals as per departmental policies and procedure
- Attention to detail with the ability to work in a fast-paced environment with multiple competing demands and priorities
- Demonstrate strong customer service orientation and act in an approachable and professional manner with a wide variety of contactsand visitors
- Demonstrates professionalism, diplomacy and tact under pressure. Ability to maintain confidentiality
- Excellent organization and time management skills
- Ability to coordinate event logistics and perform event setup andclosure , including but not limited to standing, bending, lifting and reaching etc.
To be successful in this role you will be:
- Courteous
- Diligent
- Meticulous
- Multi-tasker
- Organized
- Tactful
- Team player
Closing Date: 08/13/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Grant - Term
Schedule:
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: Ann Yang
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.
