Office Coordinator and Assistant to the Assistant Provost

Date Posted: 02/12/2026
Req ID: 46906
Faculty/Division: VP & Provost
Department: Office of the Vice-President & Provost
Campus: St. George (Downtown Toronto)
Existing Vacancy: Yes

Description:

Position Summary:

Under the general direction of the Executive Assistant to the Vice-President & Provost, with a dotted line to the Assistant Provost, the incumbent is responsible for performing day-to-day activities that will assist in the smooth and efficient operation of the Office of the Vice-President & Provost. Duties include: reception; receiving and screening incoming calls and visitors; handling inquiries, co-coordinating meetings; monitoring and ordering office supplies and catering services; handling arrangements for meetings and special events. Additionally this position provides administrative support to the Assistant Provost and the Senior Strategist by managing all aspects of complex schedules, providing support to committees, conducting background research and assembling relevant background material, and preparing and editing a variety of material. The incumbent actively works to ensure that deadlines and schedules are met and performs other duties as required pertaining to the maintenance and operation of the Office. The incumbent has access to confidential and sensitive information related to all areas of the University.

The Office Coordinator provides back-up to other staff in the Office of the Vice-President and Provost; and providing administrative and/or calendar support for the Director, Communications & Strategic Projects and Special Project Officers on an as-needed basis.

Qualifications Required:

Education:

• Post secondary degree or diploma or an equivalent combination of education and experience.

Experience:

• Four to five years executive assistant experience in a senior executive and/or higher education setting, including managing of calendars, ordering of supplies, and receptionist duties.
• Experience in drafting communications, supporting project and committees.

Skills:

• Strong computer skills, including in-depth knowledge of Office 365, Teams, SharePoint, and Outlook.
• Ability to manage complex calendars and coordinate ordering of supplies for a busy office.

Other:

• Excellent oral and written communication, interpersonal, and organizational skills.
• Ability to exercise judgment, tact, diplomacy, professionalism in dealing with people, including visitors to the office.
• Demonstrated discretion when handling confidential information.
• Ability to deal effectively with multiple priorities.
• Ability to work in a team- based, highly collegial environment.
• Ability to exercise accuracy, initiative, and attention to detail.

Note: This is an approximately 1-year term contract position.

Closing Date: 02/23/2026, 11:59PM ET
Employee Group: Salaried
Personnel Subarea:Admin./Conf.
Appointment Type: Budget - Term; This is an approximately 1-year term position.
Schedule: Full-Time
Pay Scale Group & Hiring Zone: C2 -- Hiring Zone: $67,290 - $86,131 -- Broadband Salary Range: $67,290 - $104,971
Job Category: Administrative / Managerial