Administrative Assistant

Date Posted: 02/21/2025
Req ID: 41724
Faculty/Division: University of Toronto Scarborough
Department: UTSC:Office of the Registrar
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00057700

Description:

About us:

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 Registrar is responsible for student recruitment and admissions, direct and online service to current students, including registration, financial aid, scholarships, academic assessments, graduation and petitions. It also provides course scheduling, administration of tests and exams, enrolment data analysis and business intelligence.

It is the vision of the Office of the Registrar to connect every student to success by providing excellent service and support to students, faculty, staff and the broader community. Members of the Office of the Registrar team value accountability, inclusivity, community and leadership and take pride in work that is student-focused and meaningful.

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:

Reporting to the Registrar and Assistant Dean, Strategic Enrolment Management, the role provides administrative support to broader Office of the Registrar team.

The Administrative Assistant responsibilities will include acting as the first point of contact to respond to enquiries, coordinating meeting schedules, agendas, materials, action and follow-up items including scheduling appointments; maintaining calendars; and resolving scheduling conflicts, coordinating tasks and event/programming logistics, collating and organizing materials, maintaining and updating filing systems and databases, making minor purchases and providing orientation to others on work procedures and practices.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Resolving issues within the scope of the role and escalating problems as required
• Collating and organizing materials
• Handling sensitive and/or confidential information
• Maintaining office equipment and supply inventory, including making minor purchases
• Proofreading and fact-checking content
• Determining logistical details and activities for events and/or programming
• Liaising with internal and external contacts to troubleshoot/resolve escalated technical issues

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years related experience in administrative support
• Demonstrated experience coordinating meeting schedules, agendas, materials, action and follow-up items and scheduling appointments
• Demonstrated experience creating, writing, and editing content and correspondence
• Demonstrated experience providing administrative support to senior staff
• Experience in filing systems and records management
• Must have strong computer skills, including a high degree of functionality in the use of all Microsoft Office applications and SharePoint
• Must demonstrate strong personal initiative; tact and good judgment and ability to successfully meet deadlines
• Must be a team player with the ability to develop and maintain effective working relationships with a diverse population of students, staff, faculty and external stakeholders
• Excellent oral and written communication skills
• Strong organizational skills and proven attention-to-detail with a demonstrated commitment to accuracy
• Results-oriented with strong time-management and problem-solving skills with the ability to make effective decisions and set priorities to meet tight deadlines in a fast-paced, dynamic environment
• Ability to maintain confidentiality for sensitive and/or confidential matters
• 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

Assets (Nonessential):

• Experience working in a post-secondary environment

To be successful in this role you will be:

• Accountable
• Communicator
• Efficient
• Multi-tasker
• Organized
• Team player

Notes:

• A copy of the 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: 03/03/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. 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.