Undergraduate and Administrative Assistant (TERM)

Date Posted: 04/08/2025

Req ID: 42450

Faculty/Division: Faculty of Arts & Science

Department: Department of History

Campus: St. George (Downtown Toronto)

Position Number: 00014379

Note: This is for a Term position ending in January 2026

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Department of History at the University of Toronto is one of the largest and most prestigious history departments in North America, recognized for its expertise and academic excellence. Ranked 6th among public universities worldwide and 4th in North America, the department is home to 47 distinguished faculty members and endowed chairs who contribute to a diverse range of historical research and teaching. Our faculty is supported by a dedicated administrative staff of eight, including the Department Manager. History fosters a supportive and collaborative environment built on respect, accountability and teamwork for students, staff and scholars. We believe in recognizing and valuing our employee’s contributions to the advancement of our goals while promoting a strong commitment to work-life balance.

Your opportunity:

Reporting to the Department Manager and under the general direction of the UG Administrator, the incumbent is responsible for providing administrative support to the undergraduate program and is the first point of contact for all undergraduate matters. Specific duties include: providing basic information to current and prospective undergraduate students by telephone, email, written correspondence and in person on a wide range of academic matters including program requirements and eligibility; providing student support within the parameters of the academic unit; assisting with enrollment, transfer credits, prerequisites, petitions, conflicts, examinations, collection of marks, course evaluations, student academic misconduct processes and other related academic issues.

The incumbent also maintains undergraduate files and records; maintains databases and prepares reports; manages/inputs change requests from instructors; gathers and summarizes information and feedback to support; enters and maintains information on Timetabling Tool, Course Information Systems, and other online platforms; disseminates information regarding events and student opportunities; liaises with Faculty Office and Colleges in obtaining and providing information on undergraduate matters, assists students, refers non-routine requests to the Associate Chair Undergraduate; assists the Associate Chair Undergraduate with special projects. They will also be responsible for providing occasional front-desk coverage as needed.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Troubleshooting timetabling and/or room booking conflicts
• Liaising with students and faculty to coordinate program activities
• Verifying the integrity of records
• Determining logistical details and activities for events and/or programming
• Preparing draft employment letters using templates
• Handling sensitive and/or confidential information

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two (2) years of administrative experience providing customer service and/or academic support.
• Experience providing information to students and faculty in a timely manner on various academic questions and issues
• Experience providing administrative support, such as booking rooms, taking and distributing meeting minutes, sending deadline reminders, disseminating policy/procedural information, referring inquiries to the appropriate contact
• Advanced skills in Microsoft Office Suite, virtual meeting software (Teams, Zoom), and content management systems
• A strong customer service orientation, and effective interpersonal skills to deal with students, staff and faculty with professionalism and tact
• Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions

Assets (Nonessential):

• Intermediate experience working with Quercus, Timetabling Tool, Degree Explorer, and ROSI/ROSI Express, or similar related student systems to enter data, retrieve information, and generate reports
• Ability to take initiative and work proactively, with demonstrated experience recommending process and workflow improvements
• Demonstrated judgment to work with sensitive information and maintain confidentiality

To be successful in this role you will be:

• Adaptable
• Approachable
• Multi-tasker
• Organized
• Resourceful
• Team player

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: 04/16/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 08 — $62,832. with an annual step progression to a maximum of $80,351. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Student Services

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.

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