Project & Administrative Coordinator

Date Posted: 10/14/2025

Req ID: 45490

Faculty/Division: Faculty of Arts & Science

Department: ARTSC: Ofc of the Dean

Campus: St. George (Downtown Toronto)

Position Number:

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.

Your opportunity:

As part of the Faculty of Arts & Science Office of the Dean, and under the direction of the Senior Project Manager and in consultation with the Senior Manager, Governance, Academic Planning & Reviews, the Project & Administrative Coordinator will be responsible for planning and coordinating the implementation of initiatives, directives, and special projects associated with the Vice-Dean Academic Planning and Associate Dean, Unit-level Reviews portfolios and in response related to identified priorities of the office. This role will act as a project coordinator for Vice and Associate Decanal portfolios, and as a liaison between the Office of the Dean and its departments, colleges, programs and other units, to ensure progress is made on initiatives, directives, and special projects arising throughout the academic life-cycle of the Faculty. The incumbent provides related administrative support in matters relating to a variety of programs, committees and initiatives as assigned. The incumbent will also provide research support, data coordination, reporting, and assist in drafting documentation and communications.

Your responsibilities will include:

• Create, implement project plans and coordinating tasks for projects with stakeholders
• Assess project output against quality control standards and recommend changes for more efficient coordination of operations
• Lead tracking and coordination of academic change initiatives, including planning pathways and implementation of action items
• Support divisional academic planning through project management, process analysis, and the development of digital solutions and innovations
• Create and maintain SharePoint sites
• Assist with academic review processes
• Provide logistical and administrative support for divisional committees and working groups, including agenda tracking, material preparation, communications, and minute-taking
• Monitor and manage Vice decanal email account, including drafting communications, sending reminders, and following up on action items, provide calendar and scheduling support as needed
• Draft and prepare communications materials, reports

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum five (5) years recent and related experience with senior administrative and project coordination using work plans, preferably in an academic environment
• Experience with organizing/scheduling and tracking multiple projects and timelines
• Experience supporting working groups and committees, including minute taking and preparing agendas and supporting material
• Ability to work independently with a high degree of initiative, discretion, and tact; ability to work under pressure; superior organizational skills in planning, project management and task coordination; flexibility and problem solver orientation
• Demonstrated effective organizational, problem solving, and time-management skills, with the ability to adapt to new and changing priorities
• Ability to track items and facilitate follow-up progress across a wide range of activities and timelines
• Experience with research, data coordination and reporting, including working with databases and conducting statistical analysis
• Excellent verbal and written communication skills with demonstrated ability to explain process and procedures accurately and effectively with a wide and diverse range of people
• Previous experience working in an academic unit
• Advanced skills in Microsoft Office Suite including SharePoint, Teams, Outlook, Excel, Word, MS Lists, Power Automate and PowerPoint
• Ability to design and maintain websites
• Strong planning, organizational, analytical and problem solving skills
• Strong and accurate data entry, word-processing and keyboarding skills
• Experience writing communication material, including correspondence with faculty, staff, and students

Assets:

• Experience working in a divisional or Dean's Office environment
• Familiarity with the University of Toronto and the Faculty of Arts & Science

To be successful in this role you will be:

• Adaptable
• Communicator
• Multi-tasker
• Organized
• Resourceful
• Proactive
• Technical
• Responsible
• Self-directed

Closing Date: 10/23/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 12 - $81,312. with an annual step progression to a maximum of $103,986. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Research Administration & Teaching

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.