Department Assistant - Part-Time (50% FTE)

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

Job summary

A leading educational institution in Toronto is seeking a part-time Department Assistant to provide professional front-line reception and support for various departmental tasks. The ideal candidate will have significant customer service experience and strong organizational skills. Responsibilities include managing inquiries, maintaining office supplies, and processing financial transactions. This role is essential for ensuring smooth department operations.

Qualifications

• Minimum two years of recent front-line customer service experience in a university environment.
• Experience providing routine answers to a wide variety of stakeholders.
• Ability to work independently and as a member of a team.

Responsibilities

• Provide responsive and professional front-line reception for all inquiries.
• Order and maintain office supplies and manage inventory.
• Process financial transactions in FIS.

Skills

Customer service experience

Record keeping

Interpersonal skills

Time management

Microsoft Office

Education

College Diploma (2 years)

Tools

FIS

SAP-based financial systems

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 lifelong learning. It provides an opportunity for individuals interested in being active in local, national, and international research and public affairs to bring unique perspectives 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 inquiries 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 judgment, 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, 11:59 PM 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

Members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity-deserving groups are encouraged to apply. Your lived experience will be considered as applicable to the posted position.

Diversity Statement

The University of Toronto embraces diversity and is committed to building a culture of belonging that enhances our capacity to serve our global community. We 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 demonstrate a commitment to equity, diversity, and inclusion, recognizing that diverse perspectives and experiences are vital to our academic mission.

As part of your application, you will be asked to complete a voluntary Diversity Survey. Any information you provide is confidential and used for institutional planning purposes. For more information, see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, actively seeking to increase diversity among its members. We are committed to accessible recruitment, assessment, and accommodation processes. If you require accommodations during the application or hiring process, contact [e-mail].

Job Segment : Public Policy, Equity, Banking, Part Time, Government, Research, Finance