Administrative Assistant - Research & Innovation - FT Admin Temp

Find Your Spot at Humber

At Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest Polytechnic in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

Job Details

Position Title: Administrative Assistant

Status: FT Admin Temp contract

Hours: 37.5 hours per week

Faculty/Department: Office of Research and Innovation

Campus/Location: North Campus, hybrid (Minimum 3 days in office per week)

Salary: $67,746.00 annually

About The Research And Innovation Dept At Humber

Humber Polytechnic’s Research and Innovation department serves as a vibrant center for creativity, collaboration, and transformative ideas. We prioritize building strong partnerships and engaging with stakeholders to drive impactful initiatives. With a steadfast commitment to research excellence, we empower a diverse community of researchers, innovators, and thought leaders, fostering meaningful contributions within our institution and the wider community.

About The Administrative Assistant Role

Reporting to the Dean, Office of Research and Innovation (ORI), the Administrative Assistant is responsible for managing confidential administrative processes, events, and general office operations for ORI. This includes overseeing various office functions, such as internal staff onboarding and training, professional development offerings, attendance tracking, workspace allocation, asset tracking, and staff engagement initiatives. The incumbent coordinates all staff travel, including obtaining necessary approvals, arranging insurance documents, booking travel, and ensuring all required documentation is completed. Additionally, the Administrative Assistant supports various committees, maintains databases, compiles and edits reports, and liaises with internal and external stakeholders to gather necessary information or materials. The role also involves providing administrative support to the Dean, ORI, ensuring they are fully prepared for all commitments by managing background research, meeting materials, travel arrangements, scheduling, event coordination, expense processing, and other assigned duties.

Office Administration

• Oversees office supplies, asset tracking, and equipment inventory to ensure smooth operations.
• Coordinates meetings and events, managing logistics, catering, and technical support.
• Supports administrative processes, including filing systems, HR onboarding, and workspace allocation.
• Manages travel arrangements, scheduling, and communication for the Dean and ORI team.
• Maintains office organization and efficiency, ensuring all administrative tasks are completed accurately and on time.

Workshops and Events

• Utilizes Microsoft Dynamics 365 and Power Apps to manage event records, registrations, and workflows.
• Plans and schedules events, ensuring proper coordination, facilitator availability, and attendance tracking.
• Oversees event promotion, collaborating with marketing and other departments for outreach.
• Arranges catering, logistics, and on-site support while maintaining strong vendor relationships.
• Manages post-event processes, including surveys, feedback analysis, and continuous improvement initiatives.

Project Support

• Assists with procurement and financial processes, including purchasing and expense reconciliation.
• Supports ORI research projects with administrative and technical coordination.
• Maintains databases and compliance records for training, certifications, and project documentation.
• Ensures accurate record-keeping and reporting to meet audit and operational requirements.
• Provides general support for various department initiatives and tasks as needed.

Hours Per Week

37.5

Position Type

PT Administration

Work Locations

North Campus

Job Family

Administrative Services

Duration of Need

18 months

Deadline to Apply

April 14, 2025

Job Posting

4/1/25

Department

Office of Research & Innovation

About You

You are passionate about working at Ontario's largest Polytechnic; you thrive on improving productivity and quality that contribute to team success! If this sounds like you, keep reading:

Education

Minimum of a three-year College diploma

Experience/Skills

• 3 years of administration experience
• Knowledge and experience within a college or educational research administration environment is considered an asset
• Research Administration Certificate considered an asset
• Project Management certificate considered an asset

If this sounds like you, we'd love to hear from you! At Humber Polytechnic we don't just accept difference we celebrate it! Experience comes in many forms, skills are transferable, and a progressive mindset goes a long way at Humber. If your experience is close to what we're looking for, consider applying and tell us why you are a great candidate for this job. Find your Spot at Humber!

What's in it for you?

• An opportunity to be a part of building Humber's future.
• Be part of a diverse, hard-working, and supportive team.
• Tools and technology that will allow you to succeed at your job.
• Amazing perks!

We thank you for your interest in working with Humber Polytechnic. Only applicants selected for an interview will be contacted.

Equity, Diversity, and Inclusion

Humber Polytechnic is committed to a workforce that reflects the diversity of our students and our city. We actively seek Indigenous Peoples and individuals from equity-deserving groups with demonstrated skills and knowledge to deal with all aspects of equity, diversity and inclusion in a post-secondary environment.

Humber supports employment equity. Racialized workers, women, Indigenous workers, LGBTQ2S+ workers and workers with disabilities are encouraged to apply. For the purpose of statistical data collection, applicants are strongly encouraged to voluntarily self-identify. Humber’s diverse workplace also supports Francophone workers and young workers.

Accommodation

Humber Polytechnic is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our Talent Acquisition team will work with applicants requesting accommodations at any stage of the hiring process. This document is available in alternate formats upon request.

Anti-Discrimination Statement

At Humber Polytechnic, all forms of discrimination and harassment are prohibited. All employees and applicants have the right to work in an environment that is free from discrimination and harassment. If you need assistance with concerns related to discrimination and harassment, please contact the Office of Human Rights and Harassment (humanrights@humber.ca).