Administrative Assistant jobs in Canada

Date Posted: 05/01/2025
Req ID:42755
Faculty/Division: UofT Scarborough
Department: UTSC:Ofc of the Vice-Pres & Principal
Campus: University of Toronto Scarborough (UTSC)

Description:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Office of the Vice-President and Principal supports the priorities and objectives established bythe Vice-President & Principal in accordance with the UTSC Strategic Plan, Inspiring InclusiveExcellence, and the University's Three Priorities. The office oversees the planning of major university and campus-wide events, initiatives and special projects, and is also the primary contactfor all aspects of campus protocol related to ceremonies and visits by delegations and dignitaries.

Under the general direction of the Director, Office of the Vice-President and Principal and working very closely with the Vice-President and Principal, the incumbent will provide a broad range of highly confidential administrative support to all of the Principal’s matters related to the efficient and effective administrative operation of the Office.

The incumbent must have an excellent understanding of the breadth of responsibilities handled by the Director and Vice-President and Principal. He/she must develop and maintain an understanding of his/her priorities, as well as a thorough understanding of the University policies and procedures to ensure the efficient operation of the Vice-President and Principal’s office and several campus committees as required. The incumbent must present a professional image in the Office by interacting knowledgeably and courteously with many people, including senior administrators, government officials, faculty, staff, students and community members. The incumbent provides logistic and administrative support to the Vice-President and Principal and is the first point of contact for internal and external interactions involving the Vice-President and Principal. The primary responsibilities include: managing the Vice-President and Principal’s complex and intensive appointment schedule; providing administrative support by managing the flow of confidential information to and from the Vice-President and Principal’s Office; maintain office standards, physical space and day-to-day operations by creating and/or streamlining existing processes; organize OVPP social functions and work w/ Director to coordinate OVPP retreats; work w/ BO to onboard OVPP staff; conducting background research and organizing materials in preparation for meetings; preparing and editing a variety of frequently complex and confidential material; identifying problems and resolving them either independently or in consultation with the Vice-President and Principal and/or the Director based on understanding of the Vice-President & Principal’s priorities, ensuring that they are informed of pertinent issues; drafting correspondence, reports, and briefs; and making arrangements for travel, conferences, and special events. The incumbent also assists the Director and the Vice-President and Principal with managing the financial resources of the office by overseeing aspects of the budget.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

MINIMUM QUALIFICATIONS:

• EDUCATION: Undergraduate degree or equivalent combination of education and experience.

• EXPERIENCE: Minimum five (5) years of experience supporting senior executive(s) with responsibility for office management and financial resources, preferably in a University setting. Experience managing a complex and intensive calendar. Must have experience drafting correspondence, preparing briefing packages, and organizing and coordinating special events. Demonstrated experience liaising with senior academic administrators, responding to and handling matters of a complex, confidential and sensitive nature. Experience applying and working with policies and procedures. Knowledge of the University of Toronto procedures and policies and Guide to Financial Management is a definite asset.

• SKILLS: Proficiency in Word, Excel, Power Point and electronic scheduling software and must have working knowledge of computerized financial information systems (FIS). Must also have strong database set up and maintenance experience.

• OTHER: Must have superior skills in diplomatically handling inquiries from a range of internal and external contacts. Must have flexibility and adaptability to the needs of others, with the ability to cope with frequent interruptions, constantly changing priorities, and the fluctuating schedules of a number of individuals outside of the incumbent’s control. Superior organizational and problem solving skills. Strong communication skills both verbal and written. Commitment to excellent customer service and team work is required. Ability to maintain confidentiality. Professionalism, tact, discretion and ability to exercise excellent judgement at all times. Ability to work in a high pressure and fast paced environment. Meticulous approach to work with strong attention to detail. Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

NOTE :

• This is a TERM position untilDecember 5, 2025 .
• A full job description is available upon request from the UTSC HR Office.
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date:05/10/2025,11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:PM 1 -- Hiring Zone: $75,286 - $87,834 -- Broadband Salary Range: $75,286 - $125,475
Job Category: Administrative / Managerial