Project Assistant

University of Toronto - University of St. Michael's College; Toronto; Hybrid; CAD 68,000 - 73,000; Full time

Job summary

An established institution of higher learning seeks a Project Assistant to provide vital administrative support within a dynamic and confidential environment. This role involves coordinating projects, managing sensitive information, and facilitating communication across various departments. The successful candidate will demonstrate exceptional organizational skills, professionalism, and discretion while contributing to the institution's strategic goals. If you thrive in a fast-paced setting and are passionate about supporting educational initiatives, this opportunity is perfect for you.

Qualifications

• 2+ years of experience in administrative or project assistance, preferably in a university setting.
• Proven ability to handle confidential information with discretion and professionalism.
• Experience in drafting agendas and minutes for committees.

Responsibilities

• Provide administrative support to the Bursar and Operations Manager.
• Draft and manage sensitive agendas and minutes for various committees.
• Coordinate project initiatives and ensure timely delivery of tasks.

Skills

Administrative Support

Project Coordination

Confidentiality Management

Microsoft Office Suite

Communication Skills

Organizational Skills

Education

Bachelor's Degree

Equivalent Experience

Tools

Microsoft Teams

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

SharePoint

Job description

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35 hours per week (some evenings & weekends may be required)

Pay Band:

A2 (Non-Union)

Compensation:

$68,000 to $73,000 per year

Terms:

1-Year Term with the possibility of extension

Job Type:

Hybrid

Posting Date:

May 2, 2025

Closing Date:

May 16, 2025

Apply to:

[e-mail]

Attention:Human Resources

(please include your full name and position title in subject line of email when submitting resume and cover letter)

PROFILE

The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology, and one of the busiest and most important libraries on the University of Toronto campus.

POSITION SUMMARY

The Project Assistant will provide administrative and project coordination support to the Bursar & CAO and the Project & Operations Manager. This position plays a key role in facilitating the flow of information, supporting cross-functional collaboration, and ensuring timely delivery of tasks in a fast-paced and confidential environment. The Project Assistant will play a key support role in highly confidential work, providing administrative assistance to the Bursar and Operations Manager, various committees and working groups as assigned. This role requires exceptional discretion, professionalism, attention to detail, and sound judgement as it involves handling sensitive and confidential initiatives that have a direct impact on institutional strategy, operations, and governance. Maintaining strict confidentiality and exercising the highest level of discretion are essential to this role.

DUTIES AND RESPONSIBILITIES

• Support the development and implementation of internal policies, governance materials, and institutional planning documents that require a high level of confidentiality
• Draft, edit, and manage sensitive and confidential agendas and minutes from the Finance & Audit Committee, Investment Committee, and Building & Property Committee, among others, as well as internal communications, ensuring accuracy, clarity, and compliance with privacy protocols
• Assist in gathering and organizing documents related to union bargaining, collective agreements, and issues related to labour relations
• Support project initiatives by serving as a liaison across portfolios for multiple projects, tracking and collecting information on project progress, and informing leadership – including the President’s Office when appropriate – of impending deadlines, concerns, or setbacks
• Coordinate office space assignments and changes, handling these potentially sensitive matters with discretion, diplomacy, and clear communication
• Conduct discreet research and compile briefing materials on issues of strategic or confidential significance to support executive decision-making
• Maintain and coordinate updates to the institutional risk register, ensuring accuracy, consistency, and timely reporting
• Assist with the planning, scheduling, and coordination of annual events hosted by the Bursar’s Office
• Contribute to the development and visibility of campus merchandise, and assist in executing and enhancing merchandise strategies
• Support the development and preparation of presentationsfor meetings and events, often involving confidential or pre-release information requiring discretion
• Ensure the continuity and active engagement of ongoing programs, maintaining momentum and supporting long-term institutional goals through consistent oversight and follow-up
• Monitor parking areas to ensure vehicle compliance with permit and payment requirements
• Develop and update the Bursar’s Office website content to reflect current projects and initiatives
• Coordinate wayfinding updates and regularly review signage on campus for vandalism and deterioration
• Serve as a backup support to the part-time Executive Assistant as needed, ensuring continuity of operations during absences or peak period

SKILLS & QUALIFICATIONS

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum 2 years of relevant experience with administrative and/or project assistance, with university experience preferred
• Experience facilitating and supporting working groups and committees by preparing agendas, supporting materials, and minutes, with the ability to coordinate confidential briefings and reports to support executive-level decision-making processes Proven ability to handle confidential and sensitive information with discretion and professionalism
• Experience with project scheduling and tracking budgets and timelines
• Demonstrated experience working closely with senior leadership on confidential projects involving institutional strategy, financial planning, or personnel matters.
• Proven ability to exercise sound judgment in managing sensitive communications and high-level administrative responsibilities
• Advanced skills in Microsoft Office Suite, including Teams, Outlook, Excel, Word, PowerPoint, and SharePoint
• Strong planning, organizational, analytical, and time-management skills
• Excellent verbal and written communication skills with demonstrated ability to explain processes and procedures accurately and effectively with a wide and diverse range of individuals
• Strong interpersonal skills to engage with students, staff, and faculty with professionalism and tact
• Ability to take initiative and adapt to shifting priorities, demands, and timelines through project analysis and problem solving
• Ability to work both independently and as part of a team

We thank all applicants for their interest. Only those considered for an interview will be contacted.

The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

If you require accessibility accommodation, please contact Human Resources at [e-mail].

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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