Administrative Coordinator

Date Posted: 01/08/2025

Req ID: 41254

Faculty/Division: Vice-Provost, Students

Department: Student Life T-Card Office

Campus: St. George (Downtown Toronto)

Position Number: 00051194

About us:

Student Life connects life to learning. We believe every student should have the opportunity to participate in university life actively and find connection and community while discovering new ways of thinking and being in the world. We provide resources, support and engagement opportunities that are inclusive and accessible, ensuring every student can build experiences that set them up for a lifetime of success.

Within the Division of Student Life, the cluster of Student Life Programs and Services, supports students as they achieve personal, academic, career and civic goals. We engage students throughout their learning and development with the following units: Academic Success, Accessibility Services, Career Exploration & Education, Centre for Community Partnerships, Clubs & Leadership Development, Housing, Indigenous Student Services, Mentorship & Peer Programs, Multi-faith Centre, Orientation, Student Success, Transition & Engagement and TCard Services. Together with staff, faculty, students, alumni, employers and community partners, we provide an integrated and coherent path to success that reflects our students’ diversity.

In support of U of T’s vision, Student Life Programs and Services is committed to creating diverse, accessible, inclusive and welcoming spaces of opportunity that foster deepened engagement, learning, personal growth, and identity development for all students. We are committed to embedding these principles into all the work we do, reducing barriers so that students from all backgrounds and lived experiences can feel a sense of belonging in the communities they find here.

To align with our strategic priorities, we encourage individuals from Black, Indigenous, and racialized communities to apply.

Your opportunity:

Under the general supervision of the Manager, TCard Services, the incumbent provides administrative support for TCard Services, including general office support (e.g. scheduling, general inquiries, meeting minutes, filing, collating and organizing materials); scheduling of events, room bookings and reservations; coordinating regular meetings with tri-campus TCard admin staff to ensure sharing of information related to training, event planning, communications, and administrative procedures; coordinating tri-campus admin user access to TCard systems; and special administrative projects (including the generation of surveys, routine reports and materials).

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coaching frontline staff on how to deal with challenging situations
• Disseminating program and event information
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Generating reports
• Coordinating staff schedules to ensure proper coverage
• Determining logistical details and activities for events and/or programming
• Directing the activities of casual staff

Essential Qualifications:

• Advanced College Diploma (3 years) or an acceptable equivalent combination of education and experience.
• Minimum three years related experience in a student services position, in an administrative role.
• Experience providing excellent customer service to a wide variety of stakeholders and providing assistance and support to clients/students.
• Experience with maintaining office systems and interpreting office guidelines.
• Familiarity with the University of Toronto, its policies, procedures, and their application.
• Advanced computer skills in Microsoft Office (must be able to set-up templates and macros in Word and Excel, set-up Excel spreadsheets including formulas, and prepare sophisticated PowerPoint presentations).
• Ability to analyze data and produce effective reports.
• Excellent oral and written communication, interpersonal, active listening, analytical, decision-making and organizational skills.
• Demonstrated initiative, accuracy and attention to detail.
• Demonstrated judgment, tact, discretion and ability to handle matters of a sensitive and confidential nature.
• Ability to organize a fluctuating workload in a changing environment under pressure and to meet deadlines.
• Ability to work effectively both independently and within a team environment.
• Commitment to equity, diversity, inclusion and accessibility

To be successful in this role you will be:

• Communicator
• Meticulous
• Multi-tasker
• Organized
• Tactful
• Team player

Note: This is a term position for 18 months. 

Closing Date: 01/17/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term. This is a term position for 18 months.

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. 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.

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