Undergraduate Assistant

Date Posted: 11/20/2025
Req ID: 46128
Faculty/Division: Faculty of Arts & Science
Department: Department of Mathematics
Campus: St. George (Downtown Toronto)

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 Mathematics is consistently ranked as one of the best in Canada. As a part of the University of Toronto, our faculty comprise a unique blend of established intellectuals and early-career researchers. Our department members include numerous award-winning faculty with outstanding accomplishments and leading research within a field that requires critical thinkers who analyze, assess and problem solve.

Your opportunity:

Under direct supervision of the Undergraduate Administrator, the Undergraduate Assistant will provide day to day administrative and secretarial assistance to the Undergraduate Administrator and Associate Chair, Undergraduate, in the delivery and management of a wide range of undergraduate activities. Specific duties will include assisting with: arranging meetings and taking minutes when required; drafting and responding to standardqueries related to the undergraduate program; updating and maintaining the undergraduate database; updating and maintaining undergraduate timetable throughout the academic year; the coordination and execution of all logistics related to the Backpack to Briefcase (B2B) events and other undergraduate outreach events.

The Undergraduate Assistant will also provide support to faculty members involved in the delivery of the undergraduate program and specific duties will include: booking rooms for tests, course markings and other undergraduate events; booking audio visual equipment when required; assisting with the book orders for the undergraduate courses; recording the receipt of all exams and delivery of such exams to the Faculty of Arts and Scienceexams office and preparing class/student lists as necessary; and coordinating enrolment and final grades of application-only courses.

Your responsibilities will include:

• Providing detailed information to students on program and/or course requirements
• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Acting as the first point of contact for general enquiries
• Troubleshooting timetabling and/or room booking conflicts
• Writing routine documents and correspondence
• Determining logistical details and activities for events and/or programming
• Updating and maintaining records and generating reports

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two (2) years recent and related experience in a post-secondary environment providing administrative support for undergraduate student services and program administration.
• Experience providing administrative support to undergraduate programs, including checking assessments for graduation; entering student data and preparing reports;coordinating room assignments; and maintaining files and records.
• Demonstrated experience coordinating timetable schedules.
• Experience working with ROSI or similar related student systems to enter data and retrieve information, including reports.
• Experience providing front line customer/student service support.
• Experience coordinating the logistics of meeting and events.
• Experience maintaining and creating databases and statistical reports.
• Experience taking minutes.
• Demonstrated advanced computer skills, including Microsoft Office (e.g. Word, Excel, PowerPoint, Access, Outlook); database; Adobe Acrobat.
• Demonstrated intermediate skills using ROSI or similar student information system.
• Excellent communication (oral and written) and interpersonal skills with the ability to promptly respond to inquiries with clarity.
• Excellent organizational and time management skills.
• Excellent problem-solving, coordination and administrative skills.
• Excellent time management skills including the ability to follow detailed instructions accurately, prioritize and deal with multiple tasks to ensure all deadlines are met.
• Excellent interpersonal skills and customer skills including the ability to effectively interact with students, faculty, and the general public.

To be successful in this role you will be:

• Accountable
• Cooperative
• Meticulous
• Multi-tasker
• Organized
• Team player

This recruitment is posted to fill one full-time term position, ending in June 2027.

This role may be eligible for an Alternative Work Arrangement in accordance with the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 11/30/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band $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: Student Services
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.