Undergraduate Assistant

**Date Posted**:07/09/2025
**Req ID**: 44155
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Dept-Physical & Environmental Sci
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 00055710

**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Department of Physical & Environmental Sciences is built on a strong foundation of dedicated staff and faculty. This Department is a multidisciplinary unit comprised of four primary groups: Chemistry, Environmental Science, Environmental Studies and Physics & Astronomy with faculty who are engaged in vital research to better understand our environment. This Department is a place where diversity fuels innovation. Discover a campus filled with energy, culture and world changing ideas and facilities. Discover the University of Toronto Scarborough.

**Your opportunity**:
The Undergraduate Assistant will interact with a variety of stakeholders leveraging their strong administrative skills to support a diverse array of activities in support of the general operations of the Department’s diverse undergraduate programs. General duties can include (but are not limited to: creating and editing a diverse array of correspondence and documentation, gathering, organizing and formatting information, maintain records, coordinating meeting schedules, agendas, materials, action and follow-up items and providing event support logistics.

Your superb organization and communication skills will ensure that our faculty and students have access to the most up-to-date information regarding our courses and programs. In addition, you will play a key role overseeing the Department’s student testing and examination activities from start to finish including, but not limited to, coordinating the preparation and communication of the exam schedule, the printing and delivery of exams, the hiring, training and scheduling of exam invigilators, and the final receipt and storage of completed exams.

Your strong attention to detail and experience using computer software will support the Department’s growing efforts to collect, analyze and present data designed to improve the efficiency and transparency of both its processes and decision making.

Your exceptional organizational and customer service skills will enable you to proactively engage and support the needs of our faculty and students. Your creativity will help foster an environment of innovation designed to improve the efficiency and effectiveness of our processes, enhance our ability to promote our programs, and enhance the overall experience for our students, staff and faculty.

This is an excellent opportunity to join our dynamic and dedicated team that values new ideas and initiatives, and the teamwork required to see those ideas become reality.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries
- Provides administrative support by: scheduling meetings, writing routine documents and correspondence, disseminating information, updating and maintaining records
- Supports test and examination activities by: preparing and disseminating examination timetables, and coordinating the printing, receipt, delivery and storage of all examinations and related materials
- Preparing draft statistical reports and summaries from data collected
- Coordinating program logistics and schedules with stakeholders, troubleshooting timetabling and/or room booking conflicts.

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience
- Minimum two years related experience providing office administrative support in a fast-paced environment
- Experience drafting, editing, and preparing a variety of written documentations and correspondence
- Experience coordinating meetings, taking minutes and recording action items
- Experience determining logístical details for events and/or programming
- Experience creating, organizing and maintaining electronic and paper filing systems.
- Strong proficiency with MS Office 365 suite (Word, Excel, PowerPoint, OneDrive, SharePoint, Microsoft Lists, etc.)
- Advanced proficiency with Microsoft Excel (e.g., pivot tables, vlook-ups, macros) to compile, analyze, and summarize data for reporting and planning purposes.
- Must be proficient utilizing databases and mail-merge functionality.
- Customer-service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders.
- Self-motivated learner with demonstr