Financial and Administrative Assistant

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

Job summary

A leading educational institution in Toronto is seeking an administrative support professional for its Innovations and Partnerships Office. This role includes managing inquiries regarding inventions and licensing, organizing data, and supporting the team in building successful partnerships. Candidates should possess strong communication skills and a college diploma, with at least two years of relevant administrative experience. This is a full-time, six-month term position with competitive pay.

Qualifications

• Two years' relevant administrative experience in financial and legal contexts.
• Strong accuracy in data entry and documentation.
• Ability to manage competing priorities effectively.

Responsibilities

• Act as the first point of contact for inquiries about inventions, patents, and licensing.
• Organize data for various reports and maintain database records.
• Coordinate meeting schedules and take meeting minutes.

Skills

Attention to detail

Interpersonal communication

Proficiency with MS Office

Customer-service orientation

Data entry skills

Education

College Diploma (2 years)

Tools

Intellectual property databases

Job description

Date Posted: 07/24/2025
Req ID: 44461
Faculty/Division: VP - Research
Department: Innovations & Partnerships Office
Campus:St. George (Downtown Toronto)
Position Number: #

Description:

About us:

The Vice-President, Research & Innovation (VPRI) portfolio supports the University of Toronto as a top public research university in the world. Our mission is to create the most supportive environment possibleso that our researchers, innovators and learners can do what they do best — advance understanding and apply new knowledge. Our work supports, fosters and promotes the research and innovation culture and activities of our faculty, staff and students, along with our partner hospitals, funding sponsors, and partners in the public and private sector. VPRI provides a full range of services including guidance to faculty, staff and students on funding opportunities, research agreement negotiation, oversight andaccountability services including research accounting, environmental health and safety, innovation and entrepreneurship, partnerships, policies and procedures, and institutional awards and honours.

Your opportunity:

Based within the Innovations and Partnerships Office (IPO), you will work closely with Innovations staff to support activities of the team and be the first point of contact for general inquires. This is your opportunity to support the Innovationsteam in an administrative capacity while the team builds successful partnerships and manages U of T’s portfolio of intellectual property – turning ideas and innovation into products, services, companies and jobs. Our leadership team provides an open and professional environment that fosters a culture of goal orientation, self-motivation, accountability, team work and respect. We strive for excellence and recognize and value employee contributions that advance the VPRI and University goals.

Your responsibilities will include:

-Acting as the first point of contact for general enquiries related to inventions, patents and licensing.
-Writing routine documents and correspondence
-Collating and organizing data for various reports
-Taking and distributing meeting minutes
-Coordinating meeting schedules, agendas, materials, action and follow-up items
-Updating and maintaining database records, including license obligations
-Processing accounts receivable according to the University Guide to Financial Management


Essential Qualifications:

-College Diploma (2 years) or acceptable combination of education and experience.
-Two (2) years' relevant administrative experience including processing with financial information and legal agreements
-Strong attention to detail in coordinating administrative activities, processing entries in an intellectual property database and ensuring supporting documentation is correctly collated, labelled and stored appropriately.
-Superior accuracy and data entry skills which requires a working knowledge of license agreement terms, payment and reporting obligations.
-Excellent interpersonal and communication skills
-Proficiency with MS Office (including Outlook) and using custom built intellectual property databases
-Demonstrated ability to meet deadlines and manage competing priorities
-Demonstrated minute-taking skills for meetings
-Strong customer-service orientation and tact
-Demonstrated ability to participate in a team-oriented work environment
-Demonstrated strong administrative skills with ability to anticipate needs and be pro-active
-Demonstrated skills in summarizing written information

Assets (Nonessential):

-Prior administrative experience working in a legal office or equivalent environment

To be successful in this role you will be:

-Communicator
-Multi-tasker
-Organized
-Proactive
-Team player


Closing Date: 08/05/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term This is a six (6) month Term role, with the possibility of renewal.
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
Recruiter: Anita Chooraman

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged , and their lived experience shall be taken into consideration as applicable to the posted position.