Department Assistant - Part-Time (50% FTE)

InsideHigherEd; Niagara Falls; On-site; CAD 30,000 - 39,000; Part time

Job summary

A prestigious university is seeking a Department Assistant for a part-time role. This position involves providing front-line reception, managing office supplies, and processing financial transactions. Candidates should have a college diploma and at least two years of customer service experience. Strong skills in Microsoft Office and organizational abilities are essential. The role does not allow for hybrid work arrangements.

Qualifications

• Minimum two years of recent and related front-line customer service experience.
• Experience with record keeping, maintaining spreadsheets, and databases.
• Excellent written and oral communication skills.

Responsibilities

• Provide responsive and professional front-line reception.
• Order and maintain office supplies.
• Process financial transactions in FIS.

Skills

Customer service

Microsoft Office

Organizational skills

Interpersonal skills

Communication skills

Education

College Diploma (2 years)

Tools

FIS

SAP

Job description

Department Assistant - Part-Time (50% FTE)

Date Posted : 08 / 06 / 2025

Req ID : 44643

Faculty / Division : Faculty of Arts & Science

Department : Department of History

Campus : St. George (Downtown Toronto)

Position Number : 00057898

NOTE : This is a part-time position at 50% FTE

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.

The Department of History is one of the largest history departments in North America and is internationally renowned. Ranked sixth among public universities worldwide and fourth in North America, we are home to a critical mass of expertise. The department offers exciting opportunities to interpret the past and examine its significance through research, education and life-long learning. It provides an opportunity for individuals interested in being active in local, national and international research and public affairs to bring unique perspective to important events.

Your opportunity :

Reporting to the Department Manager, the Department Assistant provides responsive and professional front-line reception for all inquiries, presenting a professional image of the Department by interacting knowledgeably and courteously with a variety of individuals. The Department Assistant is responsible for ordering and maintaining office supplies; recovering expenses for department services; processing invoice payments, journal entries and expense reimbursements in FIS; maintaining department directories and databases; handling mail and deliveries; ensuring conference and seminar rooms, lounges, student spaces and archive rooms are kept in good order; managing access control and telephone systems for the department; and providing support for department meetings, seminars and other events.

Your responsibilities will include :

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Booking rooms and arranging appropriate accommodations
• Resolving issues within the scope of the role and escalating problems as required
• Distributing incoming and outgoing mail and deliveries
• Updating and maintaining records
• Processing financial transactions in FIS
• Depositing cheques and cash at the bank

Essential Qualifications :

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and related front-line customer service experience, preferably in a university environment.
• Experience with record keeping, tracking and maintaining spreadsheets and databases.
• Experience providing routine answers to a wide variety of stakeholders.
• Demonstrated skills in Microsoft Office (e.g. Outlook, Word, Excel, Access, and Powerpoint).
• Excellent interpersonal and organizational skills.
• Excellent communication (written and oral) skills.
• Excellent time management and organizational skills.
• Proven ability to exercise strong judgement, tact, initiative and diplomacy.
• Ability to work independently and as a member of a team.

Assets (Nonessential) :

• Experience with event logistics support, including room bookings, travel and accommodation, and catering arrangements.
• Experience with key management and fob access systems.
• Experience with FIS, or SAP-based financial systems
• Experience with collecting, tracking and making deposits.

To be successful in this role you will be :

• Approachable
• Courteous
• Diligent
• Organized
• Resourceful
• Team player

This role is not 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 Arrangements Guideline.

Closing Date : 08 / 14 / 2025, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Continuing

Schedule : Part-Time

Pro-rated Pay Scale Group & Hiring Zone : USW Pay Band 07 $30,118.50 with an annual step progression to a maximum of $38,517.50. 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.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening 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 see http : / / 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 contact [e-mail] .

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