Department Assistant

Date Posted: 02/27/2025
Req ID: 41833
Faculty/Division: Faculty of Arts & Science
Department: Dept of Psychology
Campus: St. George (Downtown Toronto)
Position Number: 00052986

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.
Established in 1927, the Department of Psychology has for over a century been a top choice for those pursuing a career in psychological research. The combined expertise of our faculty spans all major areas of psychology and reflects a wide range of approaches to the study of mind, brain, and behaviour. Our department consists of a diverse and internationally recognized faculty, first-rate laboratory facilities, and a tradition of cutting-edge, collaborative research in an inspiring intellectual atmosphere. We take pride in prevailing as an important department in today’s competitive psychology research and education fields.
Your opportunity:
Under general supervision of the Department Manager, this position provides front-line reception and administrative support to the Department. Specific duties include: receiving visitors and responding to inquiries; providing general information and redirecting inquiries as required; handling incoming and outgoing mail and couriers; coordinating room and equipment bookings; assisting with meetings and events; ordering supplies, catering and maintaining office equipment; making travel arrangements for visitors; processing key and fob requests; maintaining departmental petty cash, assisting with space, facilities and room allocations for faculty and students; maintaining a database of keys, fobs and room allocations; submitting service orders; and providing administrative assistance to other departmental staff.
This position works on-site, five days a week, Monday to Friday.
Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Liaising with contacts to ensure consistent administration procedures are followed
• Writing routine documents and correspondence
• Maintaining filing systems
• Booking rooms and arranging appropriate accommodations
• Distributing incoming and outgoing mail and deliveries
• Coordinating the receipt and storage of all examinations and related materials
• Coordinating room assignments and room changes throughout the year
• Determining logistical details and activities for events and/or programming
• Liaising with stakeholders to coordinate space and resource requirements
• Identifying and reporting facility repair and/or maintenance needs
• Submitting service orders
• Determining logistical details required for office renovations and moves
• Documenting and maintaining standard operating procedures
• Collaborating on cost estimates

Essential Qualifications:

• College Diploma (2 years) or acceptable equivalent combination of education and experience.
• Minimum two (2) years of relevant administrative experience in a research intensive institution, preferably in a University environment within a large and busy department.
• Demonstrated experience providing administrative support to director and managerial-level staff.
• Demonstrated experience being the first point of contact for front-line inquiries.
• Experience with office coordination and business processes, including maintaining information on digital platforms, maintaining filing systems, and writing routine documents and correspondence.
• Experience organizing the logistics of events and programming, including booking rooms, coordinating meeting schedules, agendas, materials, action and follow-up items.
• Experience coordinating key and fob requests.
• Experience coordinating the logistical details of office renovations and/or moves.
• Experience collating and organizing data for various reports, generating reports and disseminating information.
• Experience coordinating service with internal and external vendors.
• Experience in verifying the accuracy and completeness of documents.
• Excellent verbal and written professional communication skills.
• Excellent interpersonal and customer service skills.
• Excellent accuracy and attention to detail.
• Shows good judgment
• Ability to work well as part of a team and the ability to work well with interruptions.
• Excellent organizational and time management skills.
• Strong working knowledge of Office 365 (e.g., Word, Excel, SharePoint, OneDrive, Outlook, Teams), SharePoint and Adobe Acrobat.

Assets (Nonessential):

• Experience working with U of T and Faculty of Arts & Science programs.
• Experience working with Salto electronic access control technology.

To be successful in this role you will be:

• Approachable
• Articulate
• Courteous
• Efficient
• Meticulous
• Organized

Closing Date: 03/11/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: USW Pay Band 07 -- $59,172. with an annual step progression to a maximum of $75,673. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Note: This job is performed on-site, five days a week, Monday to Friday.

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.