Job Description

Date Posted: 09/16/2025
Req ID: 45174
Faculty/Division: Asst VP - Operations & Services
Department: F.&S. Utilities -05
Campus: St. George (Downtown Toronto)
Description:
Reporting to the Director, Utilities & Building Operations, the Administrative Assistant provides high-level administrativesupport to the management team of the department.
The Administrative Assistant performs all administrative functions within the Office. Major responsibilities include providingadministrative support to the Director based on a thorough knowledge of office priorities as well as a strong understanding ofUniversity policies and procedures; managing day-to-day scheduling requests based on an ability to identify important andurgent issues as they arise; acting as the introductory contact in representing the Office as a liaison to the internal andexternal contacts; answering as well as redirecting inquiries independently based on knowledge of the Department; implementing and maintaining professional office procedures; composing correspondence for signature; and, organizing andmaintaining an office records system.
Qualifications:
Education:

• University Degree or College Diploma in Business Administration is preferred or a related program or equivalentcombination of education and experience.
• Knowledge of Continuous Improvement and/or effective teamwork skills

Experience:

• Minimum three (3) years of recent, related, and progressive experience providing administrative support to senior management in dynamic business environments.
• Demonstrated experience providing high-level administrative support, financial administration and maintaining effectiveoffice systems is essential.
• Demonstrated experience optimizing workflow and productivity in an office environment as well as continuous improvement.
• Demonstrated experience providing administrative support such as providing senior level administrative support including administering a busy and complex calendar; preparing and monitoring schedules and keeping participants up to date with upcoming events and deadlines; experience using scheduling software and online platforms to assist in the logistics of organizing meetings and events.
• Experience with office administration including coordinating space allocation, access management, ordering andmaintaining supplies, handling facilities requests.
• Experience drafting, editing, and preparing a variety of written documentations and communications, including the ability to concisely summarize information and prepare correspondence.
• Well versed in developing agendas, taking minutes efficiently, recording action items in meetings, etc.
• Extensive experience creating, organizing and maintaining electronic and paper filing systems.

Skills:

• Proficient with MS Office 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint, etc.) for gathering, editing and disseminating information, scheduling meetings and resources, filing and versioning information, and more.
• Strong understanding of financial information system (FIS) is an asset
• Ability to multi-task and deal with competing deadlines effectively and deliver results with initiative and flexibility; strong timemanagement skills
• Professional demeanor with a strong service orientation and effective interpersonal skills to effectively engage with internal and external contacts to find effective resolutions to complicated situations.

Other:
Excellent human relations skills coupled with superior verbal and written communication skills. Very strong organizational andtime management skills and demonstrated ability to work independently. Ability to exercise good judgement and initiative insolving problems. Demonstrated numerical and financial aptitude. Ability to maintain a high degree of accuracy and preciseattention to detail. High degree of political acumen and ability to present a positive and professional image to internal andexternal contacts. Ability to initiate and implement process and continuous improvements.
NOTE: This is a 18 month-term position.
Closing Date: 09/23/2025, 11:59PM ET
Employee Group: Salaried
Personnel Subarea:Admin./Conf.
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone: C1 -- Hiring Zone: $61,734 - $79,020 -- Broadband Salary Range: $61,734 - $96,305
Job Category: Administrative / Managerial
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 .
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 .

Skills Required