Administrative Assistant - Limited Term

Tracking Code: req1610

Faculty/Department: Faculty of Science

Number of Positions: 1

Appointment Type: Limited Term,

Hours of Work: 35 hours per week

Non-Union Hiring Zone: Job Level 5 - $47,000 - $59,000

Posting Date: June 24, 2025

Closing Date: July 8, 2025 (7:00 pm EST)

Job Summary: The Faculty of Science is seeking an Administrative Assistant to provide reception and administrative support to the Faculty. The successful candidate will be a team player with great customer-service skills and a strong multitasker, who works well under pressure in a fast-paced environment.

Nature of work:
Reporting to the Director, Planning and Operations, Faculty of Science.
Fast-paced environment; work under pressure; adhere to deadlines; strong attention to detail, highly collaborative.

Responsibilities/accountabilities:

• Respond to inquiries received by telephone, email and in-person
• Assist with the organization of various Faculty functions, including catering and logistical services
• Submit, track and organize requests for keys and proxy cards
• Manage and maintain office supplies
• Books and schedules meetings for faculty, students and special groups
• Assists with facilities, space, and equipment management
• Reconciles monthly purchasing card expense reports
• Process cheque requisitions and invoices, and use the Concur expense system as needed for expense reconciliations
• Coordinate and create EPAF contracts as required
• Supports Central Stores operations, including but not limited to order support, stocking shelves, inventory management, and store room customer service
• Coordinate and organizes Faculty events

Required Skills:

• The incumbent must be proficient in MS-Word, MS-Outlook, MS-Excel, Google Suite, and must be willing to learn other computer software packages as required
• Ability to communicate effectively and professionally with a wide variety of individuals both internal and external to the Faculty and University
• Ability to work both independently and collaboratively
• Problem-solving skills; using effective and creative strategies; flexibility and adaptability to deal with multiple priorities in a diverse setting

Required Education:

• Completion of a one year post-secondary school graduation diploma/certificate in Office Administration or an equivalent combination of education and related experience may be considered

• Verification of Academic credentials may be required

Required Experience:

• A minimum of 1-year experience in a similar role an asset

Required Knowledge:

• Demonstrated knowledge of office administration
• Data entry and customer service
• Working knowledge and use of Microsoft Point of Sale (POS)
• Retail management and inventory control an asset

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until July 8, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 7/14/2025

Expected End Date: 6/30/2026