Administrative Assistant, Finance & Operation

Upper Canada College; Toronto; On-site; CAD 67,000 - 88,000; Full time

Benefits offered by this job

Health coverage

Paid time off

RRP matching

Pension plan

Leadership development

Job summary

Upper Canada College in Toronto seeks an experienced Administrative Coordinator to support governance, finance, and operations. The role partners with senior leaders to manage calendars, boards, and financial documentation.

You will help implement new tools, generate reports, and mentor teams through process improvements, with a focus on accuracy, compliance, and efficient service across the college and foundation.

Qualifications

• Post-secondary education in business administration, finance, or related field.
• 5-7 years of progressive administrative or coordination experience.
• Experience supporting senior leaders in complex organizations.
• Experience coordinating multiple projects and priorities simultaneously.
• Experience with data, reporting, and systems.
• Interest or experience in AI tools to enhance productivity and workflow optimization.

Responsibilities

• Coordinate Board, Committee, and governance meetings with agendas, minutes, and follow-ups.
• Support audits, financial reporting timelines, and governance documentation.
• Maintain centralized tracking of action items and timely deliverables.
• Assist in financial processes including procurement coordination and contract administration.
• Generate reports and dashboards to support decision-making.
• Provide calendar, meeting, and correspondence support to senior leaders.
• Draft communications, reports, and presentations.
• Support process mapping and workflow optimization initiatives.

Skills

Advanced Google Workspace

Senior leaders support

Data reporting & systems

AI tools for productivity

Project coordination

Strong communication

Education

Post-secondary education in business/finance

Tools

Google Workspace

Job description

Employment Terms: Full Time, Permanent. Start date: October 2026.

Key Responsibilities And Tasks

Governance & Executive Coordination

• Coordinate Board, Committee, and governance meetings including proactive scheduling, timely materials preparation and distribution including agendas, minutes, and follow-ups.
• Support audit cycles, financial reporting timelines, and governance documentation.
• Maintain a centralized tracking of action items and ensure timely completion of deliverables.

Finance & Operations Administration (College and Foundation)

• Support financial processes including procurement coordination, documentation, and contract administration.
• Coordinate workflows related to audits, financial assistance processes, and reporting cycles.
• Assist in maintaining financial records, reports, and documentation integrity.
• Support capital projects and facilities operations through scheduling, vendor coordination, and documentation.
• Supported college and foundation administrative activities by coordinating document collection, statement retrieval, portal access, fund manager communications, and maintaining tracking sheets for capital calls, distributions, reports, and other investment-related documentation.

Systems, Process & Data Coordination

• Assist with financial systems modernization and data integrity.
• Support process mapping and workflow optimization initiatives.
• Support implementation and adoption of new tools, templates, and workflows.
• Maintain organized digital filing systems and documentation standards.
• Generate reports and dashboards to support decision-making.

Administrative Support

• Triage incoming requests and communications, ensuring alignment with priorities.
• Provide proactive calendar, meeting, and correspondence support to Vice-Principals.
• Draft communications, reports, and presentations.
• Manage competing priorities and anticipate administrative needs.

Other Duties

• Support cross-functional initiatives and peak periods across departments.
• Contribute to continuous improvement and operational excellence initiatives.
• Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Job Requirements

Experience, Knowledge And Competencies

• Post-secondary education in business administration, finance, or related field required.
• 5-7 years of progressive administrative or coordination experience, preferably in finance and/or operations.
• Strong understanding of administrative processes, governance, or financial environments.
• Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail) or comparable administrative environment.
• Proven experience supporting senior leaders in complex organizations.
• Demonstrated experience coordinating multiple projects and priorities simultaneously.
• Demonstrated experience working with data, reporting, and systems.
• Experience using AI tools to enhance productivity, identify efficiencies, and support workflow optimization, including interest or experience in managing AI agents and ensuring ethical use an asset.
• Experience in educational or non-profit environments an asset
• Exposure to financial systems and reporting tools, strong asset
• Experience with process improvement or systems implementation is an asset;
• Strong organizational and analytical skills with attention to detail;
• Excellent written and verbal communication skills.

What We Offer

• Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).
• Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique opportunity for self-funded sabbaticals.
• Financial Security: Competitive salary ranges, a generous UCC-matched RRP program for staff, OTP pension for teachers, and parental leave top-ups.
• Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC’s custom leadership development program and visiting global experts.
• A Vibrant, Pluralistic Community: Access to employee-resource groups, cultural celebrations, multi-faith spaces, and collaborative book clubs focused on equity and anti-oppression.
• Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state-of-the-art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts). UCC

About UCC

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.

The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.

This position is an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $66,746-$87,604.

We thank all candidates in advance; however, we will contact only those selected for an interview.

Artificial intelligence tools may be used at certain stages of the recruitment and selection process. As a condition of employment, a current Vulnerable Sector Screening Police Record Check is required.