Administrative Assistant at University of Toronto

Date Posted: 07/30/2026

Req ID: 49669

Faculty/Division: UofT Scarborough

Department: UTSC: Ofc of the Vice-Pres & Principal

Campus: University of Toronto Scarborough (UTSC)

Position Number: 00058861

Existing Vacancy: Yes

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 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.

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.

Your opportunity

The Office of the Vice-President and Principal at UTSC is grounded in a Culture of Care—a commitment to Inclusive Excellence and the principles of a Healthy Campus. It fosters respect, safety, and collaboration, creating an environment where students, staff, librarians, and faculty can thrive together. The office supports the strategic priorities outlined in Inspiring Inclusive Excellence and leads the planning and execution of major campus-wide events and initiatives. Reporting to the Executive Assistant and working closely with office staff, the Administrative Assistant provides essential support for projects and events, coordinating logistics such as agendas, catering, and follow-up. The role requires professionalism, attention to detail, and strong critical thinking skills, all in service of a vibrant, inclusive campus community.

Your responsibilities will include

Coordinating tasks for projects and other strategic initiatives with stakeholders

Coordinating meeting schedules, agendas, materials, action and follow-up items

Determining actionable items based on the review of applicable information

Writing routine documents and correspondence

Collating and organizing materials

Distributing incoming and outgoing mail and deliveries

Booking rooms and arranging appropriate accommodations

Providing orientation to others on work procedures and practices

Essential Qualifications

Advanced College Diploma (3 years) with business administration courses or acceptable combination of equivalent experience

Minimum three years related administrative experience that includes coordinating logistics for meetings and events, preparing agendas, arranging catering, and managing follow-up. Preferably within a higher education institution.

Demonstrated strong attention to detail in all aspects of work with the ability to process multiple requests and tasks in a timely manner.

Demonstrated ability to remain organized and work effectively under pressure and manage multiple requests and tasks within a rapidly changing environment while maintaining a high level of accuracy.

Demonstrated ability to apply critical thinking and sound judgment in analyzing information, identifying issues, and proposing effective solutions in a dynamic and complex environment.

Demonstrated proficiency in MS Office (Word, Excel, PowerPoint, Outlook, OneDrive), Adobe Acrobat, SharePoint, Zoom and Survey Monkey.

Demonstrated experience with website software such as Drupal, and Canva & Publisher (or similar design tools for event invitations, newsletters etc.).

Demonstrated ability to take initiative and support special projects and assignments.

Demonstrated professionalism and discretion in handling sensitive information and interactions.

Experience supporting senior leadership/ management

Excellent oral and written communication skills with strong interpersonal skills and ability to work collaboratively with diverse teams and stakeholders across the office and the University.

Applicants are expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

Achievement oriented

Communicator

Efficient

Multi-tasker

Organized

Team player

Closing Date: 08/11/2026, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone

USW Pay Band 09 - $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: UTSC HR

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.

Job descriptions are available upon request for internal applicants.

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 [email protected].

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