Undergraduate and Graduate Assistant

University of Toronto; Toronto; On-site; CAD 63,000 - 82,000; Full time

Job summary

A leading Canadian university in Toronto is seeking an Administrative Assistant to support its Sociology Department. The role involves providing administrative support for undergraduate and graduate programs, responding to student enquiries, and maintaining program records. The ideal candidate has at least two years of relevant experience in a post-secondary environment and strong organizational skills. This full-time role requires working on-site five days a week.

Benefits

Competitive salary

Annual step progression

Qualifications

• Minimum two years of relevant experience in a post-secondary or similar environment.
• Experience in providing administrative support for sociology programs prioritized.
• Strong organizational skills to coordinate logistics of meetings and events.

Responsibilities

• Provide administrative program support for undergraduate and graduate offices.
• Act as the first point of contact for student enquiries.
• Update and maintain program records and web pages.

Skills

Organizational skills

Communication skills

Customer service focus

Problem-solving

Education

Advanced College Diploma (3 years)

Tools

Microsoft 365 (Word, Excel)

Student information systems (ROSI, Degree Explorer)

Job description

Date Posted: 09/23/2025

Req ID: 45265

Faculty/Division: Faculty of Arts & Science

Department: Dept of Sociology

Campus: St. George (Downtown Toronto)

Position Number: 00037413

Overview

Description:

About us: The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs. We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity:

Reporting to the Department Manager, the incumbent provides administrative program and student support for the Undergraduate and Graduate Offices. The Undergraduate and Graduate Assistant will respond to student enquiries; support the administration of undergraduate and graduate programs including, updating program web pages, assisting at recruitment events, sending information to students and faculty, supporting application processing, and setting up exams; prepare letters, forms, spreadsheets, and posting information; complete filing and other administrative tasks.

This position is required to work on-site five (5) days per week, Monday through Friday. The primary work location for this position is currently 700 University Avenue, Toronto, Ontario.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries from undergraduate and graduate students
• Providing detailed information to students on program and/or course requirements
• Checking completeness of applications
• Obtaining course information and materials from instructors
• Liaising with stakeholders to coordinate space and resource requirements
• Providing routine information on programs and events
• Updating and maintaining records

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two (2) years’ relevant experience in a post-secondary or similar environment providing program and process information, administrative support, and other assistance to students, faculty, and visitors.
• Experience with the University of Toronto’s graduate degree guidelines including program progress, candidacy and degree time limits, thesis defense, fees and funding, registration and student support.
• Experience providing administration for Sociology undergraduate and/or graduate programs will be prioritized.
• Experience providing administrative support for a structured process, such as the graduate admissions process, is preferred.
• Experience with generating and extracting reports to produce and format documents and spreadsheets.
• Experience in taking minutes for meetings and using survey creation tools.
• Strong organizational skills to coordinate logistics of meetings and events.
• Demonstrated skills with student information systems (such as ROSI, ROSI Express, Degree Explorer).
• Intermediate skills in Microsoft 365 (e.g. Word and Excel required. Power BI is an asset).
• Excellent verbal and written communication, problem-solving, and time-management skills.
• Customer service-focused and responsive to provide timely solutions for varied enquiries.

Assets (Nonessential):

• Demonstrated experience updating documents and brochures is an asset.
• Demonstrated knowledge of CUPE Local 3902 Unit 1 and Unit 3, undergraduate and graduate program procedures is an asset.
• Demonstrated skills with web page editing (e.g. CMS, WordPress, Drupal) is an asset.

To be successful in this role you will be:

• Accountable
• Organized
• Proactive
• Resourceful
• Team player

Closing Date: 10/02/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: USW Pay Band 08 -- $63,963. with an annual step progression to a maximum of $81,797. 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 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.

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].