Administrative and Project Coordinator

University of Toronto; Toronto; On-site; CAD 72,000 - 93,000; Full time

Job summary

A leading university in Canada is seeking an Administrative and Project Coordinator. This role provides comprehensive support, coordinating important projects and ensuring timelines are met. The ideal candidate will have a strong administrative background, using project management software for documentation and communications. They will handle multiple stakeholders, demonstrating professional service while engaging with a vibrant academic community. The position offers a competitive salary and a chance to contribute to impactful research initiatives.

Qualifications

• 5+ years of recent and related projects and progressive administrative experience.
• Demonstrated project coordination experience with multiple stakeholders.
• Ability to handle matters of a sensitive nature and maintain confidentiality.

Responsibilities

• Verify project approvals are received.
• Inform senior staff of impending deadlines.
• Act as the first point of contact for general enquiries.

Skills

Advanced Microsoft Office skills

Project management software utilization

Excellent oral communication skills

Strong administrative skills

Ability to meet competing deadlines

Strong interpersonal skills

Education

Advanced College Diploma in business administration

Tools

Airtable

Computerized scheduling software

Job description

Administrative and Project Coordinator

The Administrative and Project Coordinator reports to the Executive Director and provides a range of comprehensive administrative and project supports and services. The role supports the overall mandate of the Schwartz Reisman Institute in providing a high level of professional service while interacting with the University’s research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations.

In working with various stakeholders, you will be taking the initiative to be responsible for providing a range of project support in utilizing project software to prepare project documentation, track the institute’s commitments, coordinate stakeholders to ensure project timelines are met, and providing reports of project progress. In addition, you will act as the first point of contact for general enquiries, coordinate schedules, maintain administrative records and provide general administrative support.

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 Schwartz Reisman Institute for Technology and Society is a highly specialized research, policy and solutions initiative at the University of Toronto that draws on world‑class research expertise across multiple academic divisions; regional, national, and international academic partners; and commercial and community organizations and translates research into concrete solutions and policy guidance.

We see that the world is in the midst of a massive technological revolution. Artificial intelligence, biotech and other emerging technologies are remaking entire industries and rewiring the way we live, work and organize society. Technology is even challenging our conception of what it means to be human. And it’s all happening at breakneck speed.

Responsibilities

• Verifying that project approvals are received
• Informing senior staff of impending deadlines
• Tracking and collecting information on project progress
• Acting as a first point of contact for general enquiries
• Maintaining senior staff calendars
• Coordinating meeting schedules, agendas, materials, actions and follow‑up items
• Keeping well‑informed on leadership commitments and priorities

Essential Qualifications

• Advanced College Diploma (3 years) in business administration or acceptable combination of equivalent experience
• Minimum five years recent and related projects and progressive administrative experience, including tracking and coordinating complex projects and providing executive assistant support to a senior leader or academic administrator
• Demonstrated project coordination experience, including process development, implementation and evaluation in collaboration with multiple stakeholders
• Relevant experience creating and maintaining project documentation
• Advanced knowledge and experience utilizing project management software (e.g., "Airtable")
• Proven success in providing superior service and support in a busy, high‑volume environment
• Experience with organizing intricate travel and meeting schedules
• Strong administrative skills; ability to be proactive and anticipate needs and have a high attention to detail
• Excellent oral communication and interpersonal skills
• Demonstrated ability to draft clear and concise correspondence
• Excellent attention to detail and superior organizational skills
• Must be able to meet competing deadlines and priorities while being flexible within a changing environment
• Strong skills with computerized scheduling software
• Demonstrated tact, discretion, and ability to handle matters of a sensitive and confidential nature
• Superior Microsoft Office skills including Word, Excel, Outlook and PowerPoint
• Must be able to collaborate and participate effectively with a team environment

Assets (Nonessential)

• Project management certificate is an asset

To be successful in this role you will be

• Accountable
• Diplomatic
• Resourceful
• Responsible

Closing Date

01/19/2026, 11:59 PM ET

Employee Group

USW

Appointment Type

Budget – Continuing

Schedule

USW Pay Band 10 – $72,119 with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Pay Scale Group & Hiring Zone

USW Pay Band 10 – $72,119 with an annual step progression to a maximum of $92,226. 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, racialised 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.

Diversity Statement

The University of Toronto embraces Diversity and is building an culture of belonging that increases our capacity to effectively address and serve the interests of our global community. West strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission. The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities. If you require any accommodations at any point during the application and hiring process, please contact [e-mail].