University of Toronto Careers

University of Toronto

Administrative Coordinator

Job 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.

Your opportunity:

Under the general director of the Executive Assistant to the Dean, the Administrative Coordinator provides senior level secretarial and receptionist support to the Faculty of Arts & Science Office of the Dean. Duties include receiving visitors, answering, and screening calls with appropriate redirection as required, preparing correspondence for the Dean, maintains and updates decanal files. The incumbent will also assist with the smooth running of chair and faculty searches and provide support to the Dean’s Academic HR searches including formatting memos, compiling expense claims, sending out instructions, receiving and compiling nominations, arranging the meetings, preparing the materials. They are required to work in areas that are sensitive and confidential in nature and to be able to work independently, determining work priorities based on the knowledge of the Dean’s priorities and needs.

Essential Qualifications:


Community College diploma, or an acceptable equivalent combination of education and experience.


Minimum five (5) years of experience in a senior administrative/secretarial role, preferably in a University environment.

Experience supporting senior level administrators and handling confidential information.

Demonstrated ability and experience to work independently, showing initiative and good judgment and also the ability to work cooperatively and be an effective team member.

Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University.


Excellent computer skills with sound working knowledge of PC platforms; high level of proficiency with word processing, e-mail, internet, data base and presentation software.

Professional demeanor with a strong customer service orientation and effective interpersonal skills.

Must have strong oral and written communication skills and have the ability to concisely and creatively summarize information.

Must be an effective problem solver and have demonstrated organizational and time management skills, with an ability to work under pressure and balance competing priorities.

Ability to maintain strict confidentiality.

Ability to work both independently and within a team environment.

Ability to remain calm under pressure and to meet deadlines.

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