Administrative Assistant

University of Toronto; Toronto; Hybrid; CAD 68,000 - 87,000; Full time

Job summary

The University of Toronto is seeking an Administrative Assistant to support the Canadian Institute for Theoretical Astrophysics (CITA). You will provide administrative, organizational, and operational support to the Principal Investigator and the research chair, helping manage research activities and academic responsibilities.

You will handle inquiries, calendars, travel and meeting logistics, assist with grant content, and ensure accurate filing and proofreading.

Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of relevant administrative and financial experience, preferably supporting academics, in a University environment.
• Experience managing the calendar of a senior leader.
• Experience coordinating meeting schedules, agendas, materials, action and follow‑up items.
• Experience coordinating tasks for research project initiatives.
• Experience with preparing and processing research expenses/expense reimbursements.
• Experience of using Usource, Concur, FIS, RIS, or similar platforms.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer services skills and strong ability to work well with all levels of faculty, staff and students.
• Strong organizational, time management, and problem‑solving skills, with the ability to balance competing priorities.

Responsibilities

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Scheduling appointments and managing the PI's calendar
• Booking audio‑visual and/or computer equipment and coordinating with departmental IT
• Editing content for grant applications
• Maintaining filing system
• Proofreading and fact‑checking content
• Making minor purchases

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Organization

Time management

Problem solving

Education

Advanced College Diploma (3 years)

Tools

USource

Concur

FIS

RIS

Job description

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Date Posted: 09/14/2026

Req ID: 50177

Faculty/Division: Faculty of Arts & Science

Department: Can. Inst for Theoretical Astrophysics

Campus: St. George (Downtown Toronto)

Position Number: 00059925

Existing Vacancy: Yes

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:

The Canadian Institute for Theoretical Astrophysics (CITA) is a nationally supported research institute and a non‑profit corporation (CITA Inc.). Our mission is to foster interaction within the Canadian astrophysics community and to serve as an international centre of excellence for theoretical studies in astrophysics. We educate and develop the next generation of scientific leaders with national postdoctoral fellowships as well as postdoctoral and senior research associate fellowships, and through the supervision of undergraduate and graduate students. We are devoted to studying the origin and evolution of the universe and the many phenomena revealed by modern astronomy.

The Administrative Assistant provides administrative, organizational and operational support to the Principal Investigator and the research chair in managing research activities, laboratory activities and academic responsibilities.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Scheduling appointments and managing the PI's calendar
• Booking audio‑visual and/or computer equipment and coordinating with departmental IT
• Editing content for grant applications
• Maintaining filing system
• Proofreading and fact‑checking content
• Making minor purchases

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of relevant administrative and financial experience, preferably supporting academics, in a University environment
• Experience managing the calendar of a senior leader
• Experience coordinating meeting schedules, agendas, materials, action and follow‑up items
• Experience coordinating tasks for research project initiatives
• Experience with preparing and processing research expenses/expense reimbursements
• Experience of using Usource, Concur, FIS, RIS, or similar platforms
• Excellent verbal and written communication skills
• Strong interpersonal and customer services skills and strong ability to work well with all levels of faculty, staff and students
• Strong organizational, time management, and problem‑solving skills, with the ability to balance competing priorities

Assets (Nonessential):

• Experience working with the University of Toronto’s Guide to Financial Management (GTFM)

To be successful in this role you will be:

Closing Date: 09/23/2026, 11:59PM ET

Employee Group: USW

Appointment Type: Grant - Continuing

Schedule: Full‑Time

Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. 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.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We 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.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

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].