Reception & Graduate Office Assistant

University of Toronto; Toronto; On-site; CAD 59,000 - 76,000; Full time

Job summary

The University of Toronto's Dalla Lana School of Public Health invites applications for a Reception and Graduate Office Assistant. This role includes managing inquiries, supporting admissions activities, and fostering relationships with stakeholders. Candidates should possess strong organizational and communication skills, along with a commitment to excellent customer service.

Qualifications

• Minimum two years of relevant administrative experience.
• Experience providing front line support and customer service.
• Proficiency in collating and organizing data for reports.

Responsibilities

• Serve as the first point of contact for enquiries to IHPME.
• Schedule admissions interviews and coordinate events.
• Organize and maintain reception, storage, and kitchen areas.

Skills

Customer service

Organizational skills

Communication

Problem-solving

Education

College Diploma

Tools

MS Office Suite (Word, Excel, Access, Outlook, PowerPoint)

Job description

Date Posted: 07/10/2025
Req ID: 44186
Faculty/Division: Dalla Lana School of Public Health
Department: Inst of Health Policy, Mgmt & Evaluation
Campus:St. George (Downtown Toronto)
Position Number: 00043574

Description:

About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which plays a criticalrole in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $76 million in research funding per year, including more than $31.5 million held at DLSPH, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change [response], implementation and improvement sciences, preventable disease through vaccines and prevention through [and] wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas.

Your opportunity:

The Institute of Health, Policy, Management and Evaluation (IHPME) has the largest and most productive group of scholars working in health policy, health services, health informatics, clinical epidemiology and health care research in Canada today. Our students represent all sectors of the health care system; we have consistently been able to attract exceptional applicants from diverse backgrounds with a wealth of experiences. Our alumni have moved into leadership positions throughout the health care system and remain actively involved in ensuring we achieve our goals. And, finally, our donors and partners have been very generous in terms of developing and supporting new initiatives and addressing the financial needs of our students.

As Reception and Graduate Office Assistant, you will serve as the first point of contact for activities and enquiries for the Institute of Health Policy, Management and Evaluation (IHPME) and support administrative activities for the Graduate Office. You will participate in a range of administrative tasks including filing, organizing, room booking assistance, handling mail, issuing keys and fobs for staff and students, scheduling admissions interviews, answering routine admissions questions, contributing to event logistics, and collating data for reporting purposes. You will utilize your excellent customer service skills to foster positive relationships with internal and external stakeholders while supporting our office and helping us achieve our goals and vision.

Your responsibilities will include:

• Acting as the first point of contact, responding to phone and email enquiries within the defined scope of the role and redirecting as appropriate
• Responding to routine admissions inquiries and redirecting as appropriate
• Scheduling admissionsinterviews
• Contributes to the execution of events including determining logistical details, liaising with vendors, and arranging catering and supplies
• Collating and organizing data for various reports
• Keeping well-informed on University programs, policies and procedures
• Organizing and maintaining the cleanliness of the reception, storage rooms and kitchen

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of relevant administrative and financial experience, preferably in an academic environment
• Demonstrated experience providing front line administrative support and customer service, including responding to inquiries from a wide variety of stakeholders
• Experience coordinating meeting schedules, agendas, materials, action and follow up items, taking minutes, and resolving scheduling conflicts
• Proficiency with supporting events from end to end (i.e. logistics, ordering supplies, etc.)
• Demonstrated experience collating and organizing data for reports
• Demonstrated experience fostering positive relationships with internal and external stakeholders
• Proficiency with MS Office Suite (Word, Excel, Access, Outlook, PowerPoint)
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Excellent oral and written communication skills
• Excellent organizational skills, time management and problem-solving skills with the ability to meet conflicting priorities and balance multiple projects
• Ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively
• Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University
• Strong commitment to accuracy and attention to detail

Assets (Nonessential):

• Knowledge of ROSI/ACORN and Slate

To be successful in this role you will be:

• Communicator
• Goal oriented
• Intuitive
• Organized

Closing Date: 07/23/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $59,172. with an annual step progression to a maximum of $75,673. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Amanda Krmek

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.