This job offer is closed.

Date Posted: 04/14/2022

Req ID: 23788

Faculty/Division: Faculty of Arts & Science

Department: New College Prog

Campus: St. George (Downtown Toronto)

Position Number: 00051902


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.

Opened in 1962, New College has a long-standing commitment to social justice, and to supporting its diverse body of 5600 undergraduate students to excel intellectually and to engage in the wider community. New College supports four interdisciplinary undergraduate programs - African Studies, Buddhist Mental Health and Psychology, Caribbean Studies, and Equity Studies - and houses two departments (Human Biology and Women and Gender Studies). New College prioritizes personal attention to students, innovative interdisciplinary programs, links with professional faculties, career mentorship, and community outreach initiatives. The College has built a rich learning community for students including academic support, amenities for studying and social interaction, and opportunities for co-curricular and community engagement. The College offers a spirited and challenging environment for students to have the opportunity to broaden their experience, create life plans, and meet others from different fields. New College is a friendly, welcoming and informal community that places a high priority on student support services and encourages diversity. For more information on New College, see

Your opportunity:

Working under the general direction of the Associate Director, Administrative, International Programs, the Administrative Assistant works closely with team members to support programs offered by the International Programs Office; including the International Summer Academic (ISA) and the International Foundation Program (IFP). The incumbent will act as a first point of contact by providing reception and front-line support to visitors; provide assistance for the application and registration process for the IFP and ISA; composing and editing correspondence; assisting with residence move in/out; event coordination including, organizing catering and room bookings; and supporting the day-to- day administrative needs of the IFP and ISA.

As a member of the New College International Programs Office, the Administrative Assistant, International Programs, will be committed to an equity that recognizes, supports, and responds to the diverse histories, lived and marginalized experiences of international students and many communities.

Your responsibilities will include:

  • Acting as the first point of contact for students, parents, representatives, and International Programs Office staff
  • Distributing incoming and outgoing mail and deliveries, including packages and brochures
  • Maintaining an up-to-date and well-organized electronic and hard copy filing system for the Director
  • Updating and maintaining records relating to the application and registration process
  • Disseminating information to applicants for the IFP and university admission process
  • Coordinating meeting schedules, agendas, materials, action and follow-up items for the Director
  • Determining logistical details and activities for events and/or programming such as receptions, workshops, student welcome, orientation events, and student life events, etc.
  • Ordering and maintaining inventory of office supplies, photocopiers, meeting supplies

Essential Qualifications:

  • College Diploma (2 years) or an acceptable equivalent combination of education and experience.
  • Minimum two years administrative assistance experience in a fast-paced and dynamic environment
  • Minimum two years of experience providing administrative support in a language learning and extra-curricular program environment, preferably in a post-secondary education environment
  • Demonstrated experience handling high volume of email inquiries requiring ongoing and detailed correspondence with students, representatives, parents, and group leaders
  • Demonstrated experience providing detailed information on program inquiries and application processes
  • Experience coordinating meetings and events
  • Experience organizing filing and office records
  • Experience ordering and maintaining inventory of office supplies
  • Demonstrated time management skills, with the ability to effectively prioritize, multi-task and organize work, and meet tight deadlines while able to pay attention to detail
  • Intermediate skills in Microsoft Office (e.g. Word, Excel, Outlook, PowerPoint)
  • Intermediate skills with online video/audio conferencing applications (e.g. Zoom, Microsoft Teams)
  • Excellent oral and written communication skills
  • Ability to exercise good judgement, tact and confidentiality
  • Demonstrated strong student and client service orientation and experience fostering equity, diversity and inclusion in a language-learning environment.

To be successful in this role you will be:

  • Approachable
  • Diligent
  • Efficient
  • Organized
  • Proactive

Closing Date: 04/26/2022, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 07 - $52,695 with an annual step progression to a maximum of $67,389. 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, person with disabilities, and other equity deserving groups are encourage to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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