Office & Correspondence Coordinator

University of Toronto; Toronto; On-site; CAD 67,000 - 105,000; Full time

Job summary

The University of Toronto is seeking an Office & Correspondence Coordinator to manage the President's Office operations, including reception, correspondence, and CRM reporting in Arbor. This role requires discretion, initiative and strong administrative skills to keep the Office of the President running smoothly.

As part of the President's Office, you will coordinate emails, mail, and documents, ensuring timely action and accuracy while maintaining confidentiality and professional liaison across

Qualifications

• Post-secondary degree/diploma or equivalent education.
• Minimum five years of progressively responsible experience in a senior administrative position, preferably within a post-secondary or government environment.
• Demonstrated senior administrative skills within an executive office.
• Familiarity with the University of Toronto, its policies, procedures and their application strongly preferred.

Responsibilities

• Coordinate day-to-day administrative operations of the President's Office, ensuring efficient office administration, timely and professional correspondence processes, and seamless logistical support.
• Provide reception duties: greet visitors, answer questions, offer refreshments, and handle deliveries.
• Support monitoring, coordinating and responding to a heavy volume of correspondence; manage email/mail/documents for the President and generate CRM Arbor reports.
• Maintain confidentiality, demonstrate initiative, and provide cross-team support as needed.

Skills

Attention to detail

Communication skills

Office software suite

SharePoint familiarity

Willingness to learn new tech

Education

Post-secondary degree/diploma or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Position Summary

Under the direction of the Office Manager & Executive Assistant to the President, the Office & Correspondence Coordinator serves as the primary coordinator for the day-to-day administrative operations of the President's Office, ensuring efficient office administration, timely and professional correspondence processes, and seamless logistical support.

As Office Coordinator, the incumbent provides general support to help with the smooth running of the President’s Office, including reception duties. These tasks include greeting all visitors and callers to the Office of the President and assisting with their questions and concerns; anticipating, welcoming, and offering refreshments to guests of the President’s Office; and receiving and processing all deliveries to the President’s Office. The incumbent also provides general administrative support to the Officer Manager & Executive Assistant to the President, to the Manager, Correspondence Unit, and to other President’s Office team members as needed.

As Correspondence Coordinator, the incumbent supports the monitoring, coordinating, and responding to a heavy volume of correspondence sent to the President for action and disposition. The incumbent serves as a point of contact in receiving and acting upon email and mail, documents, and files for the President’s attention. They are responsible for coding and tracking activity in the University's CRM database (Arbor) and generating reports.

The Office & Correspondence Coordinator works in an environment that requires a high degree of sensitivity, situational awareness, responsiveness, independent judgement, and a need to maintain absolute confidentiality. As part of the Office of the President team, the incumbent takes initiative, is proactive in offering support to colleagues, and will troubleshoot issues as they arise.

Qualifications Required

Education

• Post-secondary degree/diploma or formal business/commercial school training or an equivalent combination of education and experience.

Experience

• Minimum five years of progressively responsible experience in a senior administrative position, preferably within a post-secondary or government environment.
• Demonstrated senior administrative skills within an executive office.
• Familiarity with the University of Toronto, its policies, procedures and their application strongly preferred.

Skills

• Must demonstrate strong attention to detail and accuracy.
• Excellent oral and written communication skills are essential.
• Proficiency with Outlook (calendar and e-mail), Word, Excel, PowerPoint, Teams. Familiarity with SharePoint is an asset.
• A willingness to maintain/update knowledge as technology advances.

Other

• Superior oral and written communication, interpersonal, analytical, decision-making and organizational skills.
• Demonstrated ability to write clear and concise correspondence.
• Ability to maintain strict confidentiality.
• Friendly, with a demonstrated customer-service orientation.
• Demonstrated initiative, accuracy and meticulous attention to detail.
• Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
• Ability to organize a fluctuating workload in a changing environment.
• Ability to communicate effectively and professionally with a wide range of individuals across all levels of the University.
• Ability to work under pressure and to meet deadlines.
• Ability to work effectively and professionally, both independently and within a team environment.

Campus: St. George (Downtown Toronto)

Closing Date: 10/19/2026, 11:59PM ET
Employee Group: Salaried
Personnel Subarea: Admin./Conf.
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: C2 -- Hiring Zone: $67,290 - $86,131 -- Broadband Salary Range: $67,290 - $104,971
Job Category: Administrative / Managerial

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].

Job Segment

CRM, Database, Administrative Assistant, Developer, Sharepoint, Technology, Administrative