Union (USW Local 1998) Job Opportunity

Office of the Principal, Victoria College

Posting Date: July 11, 2025

Closing Date: July 25, 2025

Position Title: Frontline Office Administrator

Pay Scale Group: USW Pay Band 7

Department: Office of the Principal, Victoria College

Pay Rate: $58,311 with an annual step progression to a maximum of $74,574

Type of Appointment: Continuing/Permanent

Normal Work Schedule: Full-time - 35 hours per week; Monday to Friday. Occasionally may be required to participate in events that take place during the evenings or weekends.

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous peoples, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca

Purpose:
Reporting to the Director of Administration, the Frontline Office Administrator plays an essential role in supporting the operational functions of the Office of the Principal, Victoria College. This role is primarily responsible for the smooth functioning of the College by acting as the first point of contact for visitors, liaising between several members of the College community, and providing vital operational support to core functions of the Office of the Principal, Victoria College. The successful candidate would be responsible for creating a welcoming environment for guests and responding to queries in a professional manner. The successful candidate provides administrative support related to timely correspondence, room bookings, catering orders, minutes and note taking for meetings, and ad hoc duties as assigned.

Qualifications Required:
Education

Advanced Diploma (3 years) in office administration, business, or a related field, or an acceptable equivalent of education and experience.

Experience

Minimum 2 years related administrative experience, preferably in a university environment. Experience in providing frontline administrative support including responding to inquiries from a wide variety of stakeholders. Experiencing supporting committees (i.e. taking minutes and distributing materials, scheduling meetings and logistical details). Solid team player with excellent interpersonal and problem-solving skills. Knowledge of the University of Toronto’s structure and academic policies and procedures is a strong asset. Ability to generate reports and conduct research in support of various projects and initiatives.

Other

Advanced proficiency with various software packages including Windows, Word, Outlook, SharePoint, and Excel. Skills with visual design software e.g. Adobe Creative Suite, Canva, Visio, etc. Excellent communication skills, including superior writing ability and a very high level of accuracy and attention to detail. Customer-service oriented using tact, discretion, and de-escalation skills when needed. Ability to work under pressure in a dynamic and changing office environment, independently and as part of a team, and can take initiative with an understanding of consequences of error. Ability to prioritize work, multi-task, and focus during periods of high traffic, while maintaining a professional, friendly and helpful manner.

DUTIES

Front-line Support

• Act as a key point of contact for inquiries and responding to questions using existing templated responses and refers to senior members in the office for support on any unfamiliar requests.
• Interacts with students, faculty, staff, and visitors in a cordial and friendly manner.
• Responds to in-person, e-mail and telephone inquiries.
• Picks up and distributes incoming mail.
• Receives and distributes exams and papers on behalf of Victoria College faculty and returns exams to FAS offices.
• Updates Victoria College list-serves in Excel and various database formats.
• Updates/maintains database with course and faculty information.

Administrative Support

• Arranges meetings for the Principal and committees.
• Liaises with Events Victoria to books space and catering for events, following instructions received from team members.
• Collects and tracks receipts and event related expenses.
• Design and distribute notice of events, schedules, and registration materials
• Compile and maintain registration and mailing lists.
• Distributes relevant documentation for various meetings and engagements.
• Liaises with Infrastructure & Sustainability for office allocations and work order requests.
• Communicates with IT to order office hardware, reserve equipment, follow up on software upgrades on behalf of the Director.
• Prepares and coordinates the production of printed material for meetings, liaising with the Print Shop as needed.
• Tracks office key distribution list and office name plates.
• Submits work order requests for office administration.
• Compiles and maintains registrations and mailing lists.
• Acts as a back-up for team members at events as needed, assisting to ensure planned logistics are carried out.
• Monitors office supplies and equipment and submits orders as needed

Communications

• Liaises with Communications to request:
• Updates to the website;
• Layout updates and development of content for newsletters, social media, and promotional materials.

To Apply:
Internal Candidates: Apply by visiting https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and submit your application.

External Candidates: Apply by clicking "Apply Now" above.

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.