Administrative Assistant, Administration Office (One Year Term, 100% onsite)

Westfield State University; Toronto; On-site; CAD 66,000 - 86,000; Full time

Job summary

A leading university in Canada is seeking an Administrative Assistant to provide executive-level support within its Administration Office. The role involves managing multiple tasks, responding to inquiries, and engaging in key projects. Candidates should have an Advanced College Diploma and relevant experience in a similar setting. This full-time position offers a salary range of CAD 66,715 to CAD 85,319, commensurate with qualifications and experience.

Benefits

Health and dental benefits

Tuition waivers

Generous paid time off

University Pension Plan

Confidential counselling services

Qualifications

• Minimum three years of experience providing administrative support.
• Knowledge of WHMIS and laboratory procedures.
• Experience drafting and editing communications.

Responsibilities

• Manage administrative tasks and support senior leadership.
• Coordinate projects and events within the department.
• Handle inquiries and direct them as needed.

Skills

Communication

Organization

Problem-solving

Teamwork

Education

Advanced College Diploma in Business Administration

Tools

Microsoft Office

Google Calendar

OneDrive

SharePoint

Job description

Administrative Assistant, Administration Office (One Year Term, 100% onsite)

View more categories View less categories Administrative Jobs Institutional & Business Affairs ,Clerical & Administrative Support ,Institutional Research & Planning Employment Type Full Time Institution Type Four-Year Institution

Administrative Assistant, Administration Office (One Year Term, 100% onsite)

Date Posted: 06/25/2025
Req ID: 43807
Faculty/Division: Faculty of Arts & Science
Department: Dept of Chemistry
Campus: St. George (Downtown Toronto)
Position Number: 00056255

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.

Established in 1859, the University of Toronto’s Department of Chemistry is one of the leading and recognized institutions in Canada. We take pride in our teaching excellence, advanced research facilities, and development of distinguished scientists in the past and for the future. Our department has a wide variety of services including chemical stores, NMR lab, 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 make an impact in scientific education.


Your opportunity:

Reporting directly to the Chief Administrative Officer (CAO), the Administrative Assistant provides executive-level administrative support while also supporting front-line operations, managing a broad range of administrative responsibilities, and coordinating key projects and events.

The successful candidate will act as the first point of contact for general inquiries, provide critical organizational, planning and coordination, scheduling and logistical support to the CAO, and play a vital role in ensuring seamless day-to-day operationswithin the department.

This is a term position ending in June 2026. This is a 100% onsite position.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Applying established standards to control the distribution of access to designated University spaces
• Writing routine documents and correspondence
• Editing content for brochures, newsletters, websites and/or handbooks
• Collaborating on cost estimates
• Reconciling purchasing card statements

Essential Qualifications:

• Advanced College Diploma (3 years) in Business Administration or an acceptable combination of equivalent experience and education.
• Minimum three years of recent and relevant experience in providing administrative support to a senior leader, supporting building-related services (including chemistry labs) and providing student and faculty administrative and operational support.
• Knowledgeable in WHMIS for laboratories and familiarity with safety operating procedures
• Proven experience applying established standards to manage access to University spaces
• Experience in preparing and editing presentations, documents and standard operation procedures
• Experience submitting Facilities & services request (service orders and service calls).
• Experience handling key/fob requests and returns; maintaining keys and access records of Chemistry Department occupants, collecting key/fob deposits and processing refunds (authorized.net credit card system)
• Experience booking rooms and arranging appropriate accommodations
• Experience providing administrative support including administering and managing multiple calendars on various systems (Google Calendar and doodle poll, etc.); monitoring schedulesand keeping participants up to date with upcoming events and deadlines; experience using scheduling software to assist in the logistics of organizing meetings and events; booking committee meetings and taking meeting minutes
• Experience working with committees, taking minutes, identifying action items for follow up, and preparing written documents from minutes and/or notes
• Experience drafting, editing and preparing a variety of written documentations and communications including the ability to concisely summarize information and prepare original correspondence
• Advanced computer skills with Microsoft Office including Word, Excel, Outlook (email,calendar, contacts, to do’s) and Power Point. Thorough knowledge and proficiency with OneDrive and SharePoint.; familiarity with planning and data management tools
• Excellent oral and written communication skills
• Ability to understand, interpret and apply procedures and guidelines; coordinateinformation and arrangements with minimum oversight; and ability to exercise judgementand discretion in handling sensitive and confidential information
• Demonstrated ability to exercise a high level of professionalism; ability to deal tactfully,personably, and effectively with all senior academic administrators, faculty, staff, studentsand members of the public, in written, synchronous communication, and in-person;superior service orientation

Assets (Nonessential):

• Experience with containment level 2 regulations is an asset.

To be successful in this role you will be:

• Accountable
• Communicator
• Organized
• Problem solver
• Self-directed
• Team player

Closing Date: 07/08/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. 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.

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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] .

Job Segment: Chemical Research, Administrative Assistant, Data Management, Secretary, Engineering, Administrative, Data, Research

Organization

Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.

U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.

Are you looking for a challenging, meaningful career in a supportive and diverse environment?

Work where the world comes to think.

Work where the world comes to discover.

Work where the world comes to learn.

Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.

We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.

Employees have access to:

• Excellent health and dental benefits;
• On-site support for training and career development;
• Tuition waivers;
• Scholarships and/or tuition waivers for dependants;
• Generous paid time off;
• Support on equity and diversity issues;
• On-site child care;
• University Pension Plan;
• Subsidized athletic facility membership;
• World-renowned libraries;
• Confidential counselling services;
• Parking and TTC Metropasses;
• Employee and Family Assistance Plan;
• Continued health benefits for pensioners.

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