Departmental Assistant (12 Month Term)

University of Toronto; Toronto; On-site; CAD 60,000 - 78,000; Full time

Job summary

A leading academic institution in Toronto is seeking a Departmental Assistant to provide comprehensive administrative support to the ISTEP team. This role involves managing logistics for events, assisting with financial documentation, and coordinating schedules. The ideal candidate will have at least two years of related experience, strong organizational skills, and a commitment to fostering an inclusive environment. This is a full-time, term position offering competitive pay and opportunities for professional growth.

Qualifications

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and related administrative, front-line, and financial services assistance experience.
• Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders.
• Experience scheduling appointments and coordinating interviews.
• Experience supporting committees and events.
• Experience handling sensitive and / or confidential information.
• Experience generating standard reports.
• Intermediate skills with Microsoft Office (E.g. Word, Excel, Outlook, Teams, SharePoint).
• Excellent organizational, time management, administrative, and problem-solving skills.
• Strong interpersonal, verbal and written communication skills.
• Demonstrated effective organizational, problem-solving, and time-management skills.

Responsibilities

• Determining logistical details and activities for events and/or programming.
• Booking rooms and arranging appropriate accommodations.
• Writing routine documents and correspondence.
• Generating reports.
• Maintaining information on a website.
• Responding to inquiries within the defined scope of the role and redirecting as appropriate.
• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Obtaining required authorizations and signatures to process financial documents.

Job description

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Date Posted: 08/11/2025
Req ID: 44710
Faculty/Division: Faculty of Applied Science & Engineering
Department: Institute for Studies in Transdisciplinary Engineering Education and Practice (ISTEP)
Campus:St. George (Downtown Toronto)
Position Number: 00051334

About us:

The Institute for Studies in Transdisciplinary Engineering Education and Practice (ISTEP) is the newest department in the Faculty of Applied Science & Engineering in the University of Toronto. U of T Engineering created ISTEP to drive change in how we prepare future engineering leaders. Our work lies at the intersection of engineering education, professional competencies and engineering practice, encompassing what and how we teach, who our students become, and what our students will do.

The first of its kind in Canada, ISTEP brings together existing initiatives, academic programming, scholarship and people from across the Faculty of Applied Science & Engineering to create a vibrant ecosystem for instruction innovation. There are five programs within the department: Engineering Business Minor; Engineering Communication Program (ECP); Certificate in Entrepreneurship, Innovation and Small Business; Collaborative Specialization in Engineering Education (EngEd); and Troost Institute for Leadership Education in Engineering (Troost ILead).

More information can be found at: https://istep.utoronto.ca/

Your opportunity:

As the Departmental Assistant at ISTEP, you’ll be a key part of a forward-thinking team that’s shaping the future of engineering education at U of T. In this role, you’ll work closely with the Operations Manager to keep our department running smoothly. Your day-to-day will include a mix of administrative tasks—from supporting financial processes and coordinating events to assisting with committee logistics and helping our academic leaders and program teams during busy application cycles.

You’ll be joining a department that values innovation, inclusion, and excellence. Your strong organizational skills and commitment to great service will help create a welcoming and efficient environment for faculty, staff, and students alike.
This is a great opportunity to be part of a unique department that’s redefining how engineering is taught and practiced.

Your responsibilities will include:

• Determininglogistical details and activities for events and/or programming
• Booking rooms and arranging appropriate accommodations
• Writing routine documents and correspondence
• Generating reports
• Maintaining information on a website
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Obtaining required authorizations and signatures to process financial documents

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and related administrative, front-line, and financial services assistance experience, preferably in a post-secondary or research-intensive institution.
• Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders.
• Experience scheduling appointments and coordinating interviews.
• Experience supporting committees and events.
• Experience handling sensitive and / or confidential information.
• Experience generating standard reports.
• Intermediate skills with Microsoft Office (E.g. Word, Excel, Outlook, Teams, SharePoint).
• Excellent organizational, time management, administrative, and problem-solving skills.
• Strong interpersonal, verbal and written communication skills.
• Demonstrated effective organizational, problem-solving, and time-management skills, with the ability to adapt to new and changing priorities.
• Demonstrated strong customer service orientation and acts in a friendly, professional manner to a wide variety of contacts and visitors to office.

Assets (Nonessential):

• Experience with U of T’s FIS (Financial Information System) and HRIS (Human Resources Information System), or related systems.
• Understanding of U of T’s financial policies and business practices.
• Experience maintaining information on a website.

To be successful in this role you will be:

Closing Date: 08/19/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $60,237. with an annual step progression to a maximum of $77,035. 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] .