Administrative Assistant, Earth, Atmospheric and Planetary Physics Group

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

Job summary

A leading academic institution in Toronto is seeking an Administrative Assistant for the Earth, Atmospheric and Planetary Physics Group. This full-time position involves providing comprehensive administrative support, organizing academic events, and managing funding accounts. Ideal candidates will have an Advanced College Diploma and at least three years in a university administrative role. Knowledge of the University’s FIS and excellent communication skills are essential. The role offers a salary range of $72,119 to $92,226 annually.

Qualifications

• Minimum three years in a University administrative role.
• Experience with monitoring accounts for grants and contracts.
• Experience supporting academic search processes.

Responsibilities

• Providing administrative support to research teams.
• Organizing academic meetings, seminars, and lectures.
• Coordinating meeting schedules and follow-ups.

Skills

Excellent written and verbal communication skills

Superior organizational skills

Problem solver

Experience planning logistics for events

Adaptable

Extensive knowledge of University policies

Excellent word processing skills

Education

Advanced College Diploma (3 years) or equivalent experience

Tools

MS Office 365 (Word, Excel, PowerPoint)

University of Toronto Financial Information System (FIS)

Job description

Date Posted: 11/26/2025
Req ID: 46214
Faculty/Division: Faculty of Arts & Science
Department: Dept of Physics
Campus: St. George (Downtown Toronto)
Position Number: 00011566

Description:

About us

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the world's most comprehensive and diverse academic divisions. The strength of Arts & Science derives from our collaborative 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 Department of Physics at the University of Toronto is an important part of a dynamic academic community offering programs and courses to undergraduate and graduate students. We provide a comprehensive set of fundamental tools that can be brought to bear on many problems across various fields. With world-class laboratories and outstanding faculty, teaching and research foster an in-depth understanding of an extremely diverse array of systems. Situated in the heart of downtown, our department is affiliated with various departments, institutes, and research organizations, providing a broad network for our staff and students.

The Administrative Assistant, Earth, Atmospheric and Planetary Physics Group reports to the Manager, Finance and Human Resources Administration. The incumbent provides administrative support to the Earth, Atmospheric and Planetary Physics Group office, which includes a group of professors, adjunct faculty, Post-Doctoral Fellows and Research Associates, and to the Centre for Global Change Science the University of Toronto's focal point for research and education in Global Change Science, an interdisciplinary research programme. The incumbent also organizes academic meetings, seminars, lectures and similar events and provides general assistance to graduate students and visiting scientists. The position involves interactions with undergraduate students to help them develop relationships with faculty during research internships.

This role may be eligible for an Alternative Work Arrangement in accordance with the University of Toronto’s Alternative Work Arrangements Guideline.

Your responsibilities will include:

• Keeping well-informed on policies, procedures, regulations and new technology
• Providing administrative support to research teams by coordinating meeting schedules, agendas, materials, action and follow-up
• Providing research support by editing and proofreading information, supporting the funding application process, and updating the websites
• Applying and implementing the established standard for administrating academic search activities
• Collating and organizing data for various reports and materials for research proposal submissions
• Monitoring, recording, reconciling and/or reporting on funding accounts for grants and contracts
• Obtaining required authorizations and signatures to process financial documents and verifying that supporting documentation is attached to financial records before processing in FIS
• Determining logistical details and activities for events and programming, including scheduling travel plans and requesting appropriate accommodations

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years in a University administrative role
• Experience with monitoring accounts for grants and contracts
• Experience and working knowledge with the University of Toronto Financial Information System (FIS)
• Experience with planning the logistics for events
• Experience taking minutes, editing, and proofreading
• Experience maintaining a filing system
• Experience supporting and working knowledge of the academic search process
• Extensive working knowledge of the Academic Administrative Procedures
• Excellent word processing skills
• Extensive knowledge of the University of Toronto organization, policies and procedures
• Superior organizational, planning, interpersonal and time management skills
• Working knowledge and experience with MS Office 365 (Word, Excel, PowerPoint, OneDrive, SharePoint, etc.)
• Excellent written and verbal communication skills

Assets (Nonessential):

• Knowledge of and familiarity with scientific and technical terms
• Working knowledge and experience with scientific document editing tools (e.g. LaTeX)
• Working knowledge and experience with grant application systems and processes (e.g. NSERC)
• Accounting training or experience
• Desktop publishing experience

To be successful in this role you will be:

• Adaptable
• Cooperative
• Diligent
• Organized
• Problem solver
• Resourceful

Closing Date: 12/05/2025, 11:59 PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
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, 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.