Assistant to the Chair (Term)

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

Job summary

A leading Canadian educational institution in Toronto seeks an Assistant to the Chair for the Department of Art History. The role involves coordinating academic processes, providing administrative support, and enhancing departmental engagement through effective communication. The ideal candidate has extensive experience in similar roles, knowledge of academic procedures, and proficiency in various administrative tools. This full-time position offers a hybrid work arrangement.

Benefits

Competitive salary and benefits

Hybrid work environment

Qualifications

• Three years' relevant experience as an executive assistant.
• Experience in a university environment and academic procedures.
• Skills in writing and editing communication materials.

Responsibilities

• Coordinate academic processes and departmental support.
• Maintain department records and communications.
• Oversee departmental events and logistics.

Skills

Interpersonal communication

Attention to detail

Time management

Proficient in O365

Event planning

Education

Advanced College Diploma or equivalent experience

Tools

HTML

Photoshop

Acrobat Professional

Job description

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Date Posted: 07/23/2025
Req ID: 44081
Faculty/Division: Faculty of Arts & Science
Department: Department of Art History
Campus:St. George (Downtown Toronto)
Position Number: 00057417

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.

Founded in 1934, the Department of Art History has an international reputation for scholarly excellence. A curriculum designed around breadth, rigour, and pedagogical effectiveness has made us the largest art history department in North America by undergraduate program enrolments and a leader in reinventing art history education. The Department’s vibrant academic community, extensive library resources, and numerous connections with Toronto’s art world make it a preeminent place to explore the art of societies across history.

Your opportunity:

The Assistant to the Chair plays a key role in coordinating academic processes including academic searches, tenure, promotion and Progress-through-the-Ranks (PTR), and serves as the department’s main point of contact with FAS Academic Human Resources. The position also provides general administrative support to the Department Chair in scheduling, correspondence, and ensuring effective communication both within the department and with external contacts. The position maintains department records and provides support to administrative initiatives including with scheduling, drafting agendas, taking minutes, dissemination of information, and ensuring follow-up on action items.

The incumbent provides logistical support for departmental operations and special events, including coordinating travel and hospitality for visiting speakers. The incumbent also develops and distributes promotional material in both digital and print formats, including for special events and overall departmental information. The position oversees the departmental website and social media presence in a way that is engaging to a variety of audiences and enhances the profile of the department.

Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items, maintaining filing system
• Applying established standards when administering tenure and promotion activities and when administering academic search activities
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Determining logistical details and activities for events and/or programming
• Identifying and reporting facility repair and/or maintenance needs
• Maintaining information on digital platforms and website
• Editing promotional and/or outreach materials
• Scheduling travel plans and requesting appropriate accommodations.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years' relevant experience with related executive assistant experience including experience liaising with internal and external contacts.
• Experience in a university setting with knowledge of academic procedures and policies as well as guidelines and practices
• Relevant experience writing and editing communication materials.
• Relevant experience updating digital platforms, including websites.
• Superior interpersonal and written and oral communication skills.
• Experience planning travel logistics.
• Administrative experience supporting events.
• Advanced skill levels using O365 such as Word, Excel, PowerPoint, OneDrive and SharePoint.
• Knowledge and experience utilizing HTML, illustrator, Photoshop, Acrobat Professional, or similar web and software tools.

Assets (Nonessential):

• Experience providing academic support with academic searches, tenure, promotion faculty, and sessional lecturer review processes.
• Sound judgment, excellent decision-making and problem-solving skills

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Multi-tasker
• Proactive
• Responsible

Closing Date: 08/04/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
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.

Please Note:

• This is aterm position until October 2026.
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangement (AWA) Guideline.

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] .