Office Administrator

Date Posted: 04/25/2024
Req ID: 37115
Faculty/Division: Faculty of Applied Science & Engineering
Department: Department of Materials Science & Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00048351

About us: The Faculty of Applied Science & Engineering is a world-renowned community of researchers and students dedicated to solving some of the world's most pressing challenges through collaborative and multidisciplinary research and experiential education. Through rigorous technical training, and unparalleled extracurricular and professional experience opportunities, we prepare the next generation of engineering leaders and change makers to unlock the future's boundless potential.

The University of Toronto’s Department of Materials Science & Engineering is at the forefront of addressing global issues that have a direct impact on our lives today. Our cutting-edge research in advanced materials creates technological solutions for environmental challenges such as climate change, resource depletion and energy availability. Our faculty members are world leaders in materials applications and processing, our commitment to both research and teaching excellence fosters innovative thinking. Your opportunity: Reporting to the Director of Administration, the Office Administrator is the first point of contact for the Department and will be responsible for responding to enquiries within the defined scope of the role and redirecting as appropriate. Disseminating program and/or service information. Checking completeness of applications. Receiving and passing on application documents for review. Organizing course evaluations material. Organizing student orientation material. Applying established standards when confirming eligibility. Coordinating meeting schedules, agendas, materials, action and follow-up items. Booking rooms and arranging appropriate accommodations. Scanning, filing and copying documents. Distributing incoming and outgoing mail and deliveries. Generating reports. Maintaining information on digital platforms. Providing basic support and general referrals to individuals in distress. Recording or verifying transactions on a single account. Providing orientation to others on work procedures and practices. Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Taking and distributing meeting minutes
• Booking rooms and arranging appropriate accommodations
• Scanning, filing and copying documents
• Updating and maintaining database records
• Maintaining information on digital platforms
• Collating and organizing data for various reports

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum two years of relevant administrative and customer service experience including front line support via email, in person and over the phone. University relevant administrative experience preferred
• Excellent MS Word, Powerpoint, Excel skills and SharePoint skills, including mail merge functions for large mailings
• Experience with maintaining and updating large filing systems
• Experience handling confidential information
• Demonstrated experience maintaining sizeable databases with a high need for accuracy and attention to detail
• 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
• Demonstrated ability to work independently and as part of a team
• Exceptional communication and customer service skills
• Ability to interact with multi-cultural, international and diverse pool of students, parents, applicants, staff and faculty in a tactful professional manner
• Exceptional attention to detail and database management skills
• High degree initiative skills and demonstrated ability to coordinate efficient administrative processes
• Ability to multitask with outstanding organizational and time management skills that address a variety of tasks and meet deadlines

To be successful in this role you will be:

• Approachable
• Communicator
• Courteous
• Efficient
• Organized
• Proactive

Notes: 

• This is a six (6) months term opportunity
• This role is not 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: 05/03/2024, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 06 -- $54,635 with an annual step progression to a maximum of $69,868. 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.