Department Assistant - Part-Time (50% FTE)

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

Job summary

A leading Canadian university in Toronto seeks a part-time Department Assistant to provide professional front-line reception and administrative support. The ideal candidate will possess strong interpersonal and organizational skills, with a college diploma and relevant customer service experience. Responsibilities include managing inquiries, booking rooms, and handling financial transactions within the department. This position offers a supportive work environment with a focus on equity and diversity.

Qualifications

• Minimum two years of recent and related front-line customer service experience.
• Experience with record keeping, tracking and maintaining spreadsheets and databases.
• Demonstrated skills in Microsoft Office applications.

Responsibilities

• Responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Booking rooms and arranging appropriate accommodations.
• Updating and maintaining records.

Skills

Interpersonal skills

Organizational skills

Communication skills

Time management

Education

College Diploma (2 years)

Tools

Microsoft Office

Job description

Press Tab to Move to Skip to Content Link

Select how often (in days) to receive an alert:

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:

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 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] .