Undergraduate Administrative Assistant

Job Description

Undergraduate Administrative Assistant

Date Posted: 08/27/2025
Req ID: 44982
Faculty/Division: UofT Mississauga
Department: UTM: Chem/Phys. Sciences
Campus: University of Toronto Mississauga (UTM)
Position Number: 00041149

Description:

About us:

The university’s second largest division, U of T Mississauga has 17 academic departments and offers 156 programs in 92 areas of study. Home to approximately 15,000 students and over 1,000 faculty and staff, the campus houses the Mississauga Academy of Medicine, Centre for Medicinal Chemistry and Institute for Management and Innovation. With its distinctive interdisciplinary programs such as forensic sciences and biomedical communications, U of T Mississauga offers a broad array of continuing education programs and professional masters programs. Established in 1967, the campus features award-winning architecture, robust community partnerships and a dynamic student environment set amongst 225 acres along the Credit River in Mississauga.

Your opportunity:

Chemistry and Physical Sciences (CPS) is an interdisciplinary science department comprising Chemistry, Physics, Earth Sciences, and Astronomy. Our vibrant research labs examine questions such as how cells are programmed, how proteins function, how we develop materials for human health and sustainable future, how Earth’s climate and biosphere change over time, how we monitor and predict natural hazards, and how students learn to approach these challenges. We offer undergraduate programs in Chemistry, Physics, Earth Sciences and Astronomy as well as interdisciplinary specializations in Biological Chemistry, Biomedical Physics, and Astronomical Science.

Our students have access to state-of-the-art teaching laboratories, are involved in cutting-edge research projects in our research labs and pursue internships at a broad range of technology companies across the GTA. Few departments can offer as wide an array of experiences as can CPS, from mapping in the Andes to simulating protein folding, to building a laser trap. Our department is home to 26 full-time faculty, including award-winning educators and researchers, who supervise a total of 90 graduate students and 16 postdocs in the CPS research labs. About 40% of our faculty have been hired in the last 10 years, the result of a recruitment and renewal drive that is ongoing.

Reporting to the Manager, Finance and Operations and under the supervision of the Undergraduate Program Administrator, the Undergraduate Administrative Assistant will provide effective support in the coordination of our program activities. This is a great opportunity to join our dynamic, enthusiastic and dedicated CPS Departmental team, serving students and Faculty in four disciplines.

Your responsibilities will include:

Providing detailed information to students on program and/or course requirementsScheduling appointments for prospective students, applicants, and current students to address individual needsActing as the first point of contact for general enquiriesMaintaining security and confidentiality of informationSupporting academic offences processesChecking course prerequisites and assisting in program entry checkDirect support to the departmental Academic Advisor and Undergraduate program advisorOrganizing, summarizing and circulating program and/or course evaluations

Essential Qualifications:

Advanced College Diploma (3 years) in an administrative, business, or relevant program or an acceptable combination of equivalent experience.A minimum of two (2) years providing related administrative support in an academic departmentSuperior customer service and interpersonal skills with the ability to work effectively with students, faculty members and other key stakeholdersWorking knowledge of Microsoft Office, Rosi and Degree ExplorerStrong verbal and written communication skillsAbility to interpret policies and guidelines and develop processes and proceduresDemonstrated ability to work independently and also collaboratively in a team environmentEffective problem solving-skillsGood judgement, tact and discretion in dealing with confidential informationProvides administrative tasks e.g. room booking, email distribution, filing, etc.

To be successful in this role you will be:

AccountableCommunicatorDiligentEfficientMulti-taskerOrganized

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: 09/08/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $63,963. with an annual step progression to a maximum of $81,797. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Valerie Davis

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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Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

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