Assistant to the Chair & Department Admin (Term)

University of Toronto; Toronto; On-site; CAD 70,000 - 91,000; Full time

Job summary

The University of Toronto is seeking an Assistant to the Chair & Department Admin who will provide comprehensive administrative support within the Department of Mathematical and Computational Sciences. The successful candidate will play a crucial role in academic processes and communications, contributing to the university's mission of enhancing student success and fostering diversity.

Qualifications

• 3 years of experience in senior administrative support, preferably in a university setting.
• Experience in academic searches and faculty reviews.
• Knowledge of Equity, Diversity, and Inclusion initiatives.

Responsibilities

• Provide administrative support for academic searches and faculty reviews.
• Draft internal and external communications.
• Coordinate logistics for events and meetings.

Skills

MS Office Proficiency

Multi-tasking

Confidentiality

Communication

Diplomacy

Education

Advanced College Diploma

Job description

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Assistant to the Chair & Department Admin (Term)

Date Posted: 07/04/2025
Req ID: 44067
Faculty/Division: UofT Mississauga
Department: UTM: Math/Comp. Sciences
Campus:University of Toronto Mississauga (UTM)
Position Number: 00028202

Description:

About us:

U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.

Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.

This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.

Your opportunity:

The Department of Mathematical and Computational Sciences is an academic unit that includes mathematics, computer science, and statistics. The administrativeteam works collaboratively to meet the needs of faculty, sessional instructors, teaching assistants, and students. Under the general direction of the Chair, the incumbent is responsible for a full range of confidential secretarial and administrative support to ensure the efficient operations of the Chair's office including but not limited to academic searches, appointments, reviews, and promotions, as well as providing general support for the Chair's objectives and obligations.

Your responsibilities will include:

• Applying established standards when administering academic search activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Collecting feedback from PTR committee members
• Determininglogistical details and activities for events and/or programming
• Keeping well-informed on leadership commitments and priorities
• Drafting internal and external communications
• Verifying the accuracy and completeness of documents
• Keeping well-informed on changes to policies, procedures, collective agreements, and applicable legislated requirements

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years of related experience providing senior administrative/executive support preferably in a University setting.
• Minimum one (1) year experience in the administration of policies and procedures including human resource processes, preferably in a University setting.
• Experience providing senior administrative/executive support in a service-oriented environment.
• Experience with academic searches.
• Experience with faculty reviews, promotions and academic salary administration processes.
• Experience drafting, editing, and preparing a variety of internal and external written communications.
• Experience determining, coordinating and implementing logistics of events.
• Ability to multi-task and deal with competing deadlines effectively and deliver results with precision.
• Ability to employ tact and maintain confidentiality.
• High level of proficiency in MS Office (Word, Excel, Outlook, PowerPoint, Teams and SharePoint), Zoom and Adobe Pro.
• Ability to summarize information and prepare original correspondence concisely.
• Ability to take minutes efficiently, recording action items in meetings, and coordinating follow-up items.
• Knowledge of and experience with Equity, Diversity and Inclusions issues and initiatives.

Assets (Nonessential):

• Experience with maintaining websites and distributing information on digital platforms.

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Multi-tasker
• Organized
• Responsible

Closing Date: 07/14/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial Services
Recruiter: Jessica Halteh

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.

This is a term position ending April 14,2026.

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] .