Administrator & Events Coordinator

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

Job summary

University of Toronto’s School of Graduate Studies seeks an organized administrator to support the Centre for Graduate Professional Development. You will coordinate events, manage schedules and communications, and aid with documents and records in a fast-paced environment.

You’ll lead meetings, liaise with vendors, and supervise casual staff while ensuring smooth operation of Grad Room and related spaces.

Qualifications

• Bachelor's Degree or acceptable equivalent experience.
• Minimum three years of relevant administrative and event-related work.
• Excellent interpersonal, oral and written communication skills.
• Strong organizational, problem-solving and time management abilities.
• Ability to work with diverse academic and administrative staff and students.

Responsibilities

• Coordinate meetings, workshops, and events and manage agendas.
• Plan and execute a wide variety of meetings and events.
• Manage meeting materials, action items, and follow-ups.
• Liaise with vendors, arrange catering, and book spaces.
• Create and manage event registrations; perform post-event evaluation.
• Maintain website content and communications; edit written materials.
• Oversee data, records, and financial/event records; ensure accuracy.
• Supervise casual staff and volunteers; handle facilities issues.
• Open/close Grad Room and support maintenance and caretaking tasks.

Skills

Interpersonal skills

Oral communication

Written communication

Organizational skills

Problem-solving

Time management

Team collaboration

Education

Bachelor's Degree

Tools

Microsoft Office

Forms

Teams

Outlook

OneDrive

SharePoint

Job description

Date Posted: 09/02/2026
Req ID: 50064
Faculty/Division: School of Graduate Studies
Department: School of Graduate Studies
Campus: St. George (Downtown Toronto)
Position Number: 00055840
Existing Vacancy: Yes

Description

About us

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operate through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction; and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

The Centre for Graduate Professional Development is a central hub for graduate student professional development at the University of Toronto. Our goal is to provide graduate students with an opportunity for autonomous exploration of academic skills and professional aspirations. We facilitate programs and events for graduate students, support their professional development journey, and coordinate information about the full range of professional development activities at the University of Toronto.

Working on-site, and under the direction of the Associate Director and the Director of the Centre for Graduate Professional Development, you will be responsible for a range of administrative functions and the organization of all aspects of a wide variety of events.

The successful applicant will be a highly motivated, proactive, and organized individual who thrives in a fast-paced environment with competing demands. You will need to use excellent interpersonal skills to foster positive relationships with the graduate students, staff, and faculty who interact with the Centre for Graduate Professional Development.

In addition to supporting the Associate Director and Director, you will have a significant role in the day-to-day administration and operation of the Centre for Graduate Professional Development and its dedicated space, Grad Room. Duties will include coordinating events and meetings, coordinating room bookings and access to Grad Room, prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, maintaining records, disseminating information, assisting with communications, editing website content, and providing general administrative and event support as needed. This is an exciting opportunity to be part of a dynamic environment, where you can meaningfully contribute to the growth and success of a key resource for University of Toronto graduate students.

Your responsibilities will include

• Coordinating a schedule of meetings, workshops, and other events
• Managing all aspects of planning and executing a wide variety of meetings and events
• Coordinating meeting schedules, agendas, materials, action, and follow-up items
• Liaising with internal and external vendors and service providers, including arranging catering
• Booking event spaces and meeting rooms within the university and externally
• Creating and managing event registration forms
• Conducting post-event evaluation, analysis and recommendations for changes
• Acting as the first point of contact for general enquiries about a wide range of programs
• Resolving minor complaints and issues, and escalating problems as appropriate
• Maintaining a website and communications channels
• Writing emails, collaborating on other written materials, and editing written content
• Managing data and maintaining records, including financial, registration, evaluation, and other event records
• Analyzing administrative processes and procedures and recommending changes for improvement
• Directing the activities of casual staff and volunteers
• Acting as the first point of contact for property and facilities issues
• Opening and closing Grad Room for meetings and events, and acting as the first point of contact for maintenance and caretaking issues

Qualifications

Essential Qualifications

• Bachelor's Degree or an acceptable combination of equivalent experience
• Minimum three (3) years of relevant work experience including responsibilities for both administrative and event-related tasks, preferably within a University setting
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Excellent organizational and problem-solving skills
• Excellent time management, prioritization, multi-tasking skills, and attention to detail
• Ability to work effectively with a wide range of academic and administrative staff and students
• Ability to work well as a team member in a fast-paced, professional environment
• Experience in organizing the logistics of meetings and special events
• Previous experience creating and editing website content
• Advanced proficiency with Microsoft Office including Word, Excel, PowerPoint, Forms, Teams, and Outlook. Thorough knowledge and proficiency with OneDrive and SharePoint.

Assets (Nonessential)

• Working knowledge of the University of Toronto environment
• Previous experience using design software such as Canva, Adobe Photoshop, or similar
• Previous experience working with graduate students or postdoctoral scholars

To be successful in this role you will be

NOTE: This is a term position ending August 31, 2027. Secondments are welcome.

Closing Date: 09/14/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time NOTE: This is a term position ending August 31, 2027. Secondments are welcome.
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
Recruiter: Blythe Campbell

Job descriptions are available upon request for internal applicants.

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.

Diversity Statement

The University of Toronto embraces Diversity and is building aculture of belonging that increases our capacity to effectivelyaddress and serve the interests of our global community. Westrongly encourage applications from Indigenous Peoples,Black and racialized persons, women, persons withdisabilities, and people of diverse sexual and gender identities.We value applicants who have demonstrated a commitment toequity, diversity and inclusion and recognize that diverseperspectives, experiences, and expertise are essential tostrengthening 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 seehttp://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 [e-mail] .