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Administrative and Project Coordinator
2 weeks ago
Date Posted: 12/23/2025
Req ID: 46504
Faculty/Division: Faculty of Arts & Science
Department: Schwartz Reisman Inst for Tech & Society
Campus: St. George (Downtown Toronto)
Position Number:
Existing Vacancy: Yes
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.
The Schwartz Reisman Institute for Technology and Society is a highly specialized research, policy and solutions initiative at the University of Toronto that draws on world-class research expertise across multiple academic divisions; regional, national, and international academic partners; and commercial and community organizations and translates research into concrete solutions and policy guidance. We see that the world is in the midst of a massive technological revolution. Artificial intelligence, biotech and other emerging technologies are remaking entire industries and rewiring the way we live, work and organize society. Technology is even challenging our conception of what it means to be human. And it's all happening at breakneck speed.
Your opportunity:
The Administrative and Project Coordinator reports to the Executive Director and provides a range of comprehensive administrative and project supports and services. The role supports the overall mandate of the Schwartz Reisman Institute in providing a high level of professional service while interacting with the University's research community, including faculty members, academic administrators, administrative staff and representatives of partner institutions and sponsor organizations. In working with various stakeholders, you will be taking the initiative to be responsible for providing a range of project support in utilizing project software to prepare project documentation, track the institute's commitments, coordinate stakeholders to ensure project timelines are met, and providing reports of project progress. In addition, you will act as the first point of contact for general enquiries, coordinate schedules, maintain administrative records and provide general administrative support.
Your responsibilities will include:
- Verifying that project approvals are received
- Scheduling day-to-day project activities
- Informing senior staff of impending deadlines
- Tracking and collecting information on project progress
- Acting as a first point of contact for general enquiries
- Maintaining senior staff calendars.
- Coordinating meeting schedules, agendas, materials, actions and follow-up items
- Keeping well-informed on leadership commitments and priorities.
Essential Qualifications:
- Advanced College Diploma (3 years) in business administration or acceptable combination of equivalent experience.
- Minimum five years recent and related projects and progressive administrative experience, including tracking and coordinating complex projects and providing executive assistant support to a senior leader or academic administrator.
- Demonstrated project coordination experience, including process development, implementation and evaluation in collaboration with multiple stakeholders.
- Relevant experience creating and maintaining project documentation
- Advanced knowledge and experience utilizing project management software (Exp: Airtable).
- Proven success in providing superior service and support in a busy, high-volume environment.
- Experience with organizing intricate travel and meeting schedules.
- Strong administrative skills; ability to be pro-active and to anticipate needs and a high attention to detail
- Excellent oral communication and interpersonal skills.
- Demonstrated ability to draft clear and concise correspondence.
- Excellent attention to detail and superior organizational skills.
- Must be able to meet competing deadlines and priorities while able to be flexible within a changing environment.
- Strong skills with computerized scheduling software.
- Demonstrated tact, discretion, and ability to handle matters of a sensitive and confidential nature.
- Superior Microsoft Office skills including Word, Excel, Outlook and PowerPoint.
- Must be able to collaborate and participate effectively with a team environment.
Assets (Nonessential):
- Project management certificate is an asset.
To be successful in this role you will be:
- Accountable
- Diligent
- Diplomatic
- Resourceful
- Responsible
Closing Date: 01/19/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule:
Pay Scale Group & Hiring Zone:
USW Pay Band $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
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.
