Office Assistant

Date Posted: 12/15/2025

Req ID: 46410

Faculty/Division: Faculty of Arts & Science

Department: Ecology and Evolutionary Biology

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.

The Department of Ecology and Evolutionary Biology at the University of Toronto is one of the largest departments of its kind in North America, with internationallyrenowned and award winning faculty. We strive to provide the necessary context, expertise, and guidance on pressing challenges that face society today, including combating global climate change and saving rare and endangered species. Our department is, and will remain a world leader in discovery, innovation, and teaching in this science, offering endless opportunities for those looking to make a difference.

Your opportunity:

Under the supervision of the Chief Administrative Officer, the Office Assistant provides front-line/operational and financial services support to the department.

Your responsibilities will include:

• Maintaining filing system
• Updating and maintaining records
• Submitting service orders
• Arranging catering
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Applying established standards to control the distribution of access to designated University spaces
• Ordering supplies within established limits
• Processing accounts payable according to the University Guide to Financial Management

Essential Qualifications:

• Advanced College Diploma (3 years) with business or commercial training or an acceptable equivalent combination of education and experience.
• Minimum two (2) years' of recent and related administrative, front-line, and financialservices assistance experience, preferably in a post-secondary or research-intensive institution.
• Demonstrated experience in front desk operations, including welcoming visitors, answering and directing phone calls, managing incoming and outgoing mail, and handling shipping documentation.
• Demonstrated experience setting up and troubleshooting audio-visual equipment for meetings and presentations.
• Experience managing room reservations and coordinating key distribution for scheduled meetings or events.
• Experience processing accounts payable, including verifying financial information and ensuring supporting documentation for internal cost recoveries.
• Demonstrated knowledge of applying financial guidelines.
• Experience with financial information systems (FIS) and advanced proficiency working with Microsoft Office (e.g. Word, Excel, Teams).
• Experience generating standard reports.
• Excellent attention to detail and accuracy
• Strong interpersonal, oral and written communication skills.
• Ability to operate the department vehicle. Possession of Provincial Class 'G' driver's license is required.
• Demonstrated strong organizational and time-management skills, with the ability to adapt to new and changing priorities.

To be successful in this role you will be:

• Accountable
• Approachable
• Communicator
• Efficient
• Meticulous
• Team player

Notes:

• If you are a current USW staff member, please apply using the "Current Staff Apply Here" button on the University of Toronto Careers page.
• This role is not 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: 12/23/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 07 - $60,237. with an annual step progression to a maximum of $77,035. 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.