Undergraduate & Capstone Assistant

Date Posted: 03/10/2026

Req ID: 47289

Faculty/Division: Faculty of Applied Science & Engineering

Department: Dept of Mechanical & Industrial Eng

Campus: St. George (Downtown Toronto)

Position Number: 00033119

Existing Vacancy: Yes

Description About us: The Department of Mechanical & Industrial Engineering is home to about 60 professors leading research on a very broad range of topics. On the Industrial Engineering side, research areas include Operations Research, Information Engineering, Human Factors, and Applied Machine Learning, all of which seek to improve the systems we as humans rely on to navigate our world. On the Mechanical Engineering side, research areas include Robotics, Mechanics & Design, Materials, and Thermofluids, topics that are applied to applications including manufacturing, energy production, and bioengineering.

We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

The Department of Mechanical & Industrial Engineering prides itself on being a good place to work: respectful, accepting of difference and professional.

We value employees who are goal-oriented and self-motivated, and who are constantly looking to improve how we serve our students and faculty. We believe in teamwork, in working together for the greater good, and yet doing so in a way that respects each employee’s work-life balance. Finally, we value each employee as an individual, and look for opportunities to recognize each contribution.

Your Opportunity Under general supervision of the Undergraduate Program Administrator & Academic Advisor, the incumbent is responsible for assisting the Undergraduate Office and acting as a first point of contact to students and faculty. You will provide support responding to a variety of basic questions related to program requirements, booking rooms, answering a large number of emails on a daily basis, and scheduling advising appointments and other undergraduate tasks as requirements.

Your Responsibilities Will Include

• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Acting as the first point of contact for general program and Capstone-related enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Troubleshooting timetabling and/or room booking conflicts
• Writing routine documents and correspondence, updating and maintaining records; taking and distributing meeting minutes
• Checking completeness of applications; keeping well-informed on changes to courses, program requirements, policies and procedures
• Liaising with students and faculty and other stakeholders to coordinate program and Capstone-related activities
• Coordinating meeting schedules, agendas, materials, action and follow-up items

Essential Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and relevant experience in customer service and administrative support.
• Relevant experience coordinating programming and providing administrative support to academic programs.
• Relevant experience collaborating with students and academics across multiple faculties to coordinate student programming.
• Experience providing detailed information to students on academic program and/or course requirements at the post-secondary level.
• Relevant experience providing front-line support to students in a post-secondary environment.
• Demonstrated experience with ROSI, degree explorer, ACORN and Quercus or equivalent systems.
• Intermediate skills with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to prioritize work, organize, multi-task, and take initiative.
• Proven ability to apply good judgement, confidentiality, professionalism, tact and discretion.
• Ability to manage conflicting priorities and deadlines, quickly adapt and learn new processes.
• Excellent communication (both oral and written) skills with the ability to explain complex concepts to a wide range of audience.
• Superior customer service and interpersonal skills with a demonstrated positive attitude and service orientation towards students, staff and the public.
• Proven ability to demonstrate high attention to detail, accuracy, and organizational skills.
• Ability to work independently, under direction, as well as in a team environment.
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

To Be Successful In This Role You Will Be

• Adaptable
• Approachable
• Multi-tasker
• Organized
• Proactive
• Team player

Closing Date: 03/18/2026, 11:59PM ET

Employee Group: USW

Appointment Type : Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone USW Pay Band 08 -- $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.

A Job Description Is Available Upon Request

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Diversity Statement The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.

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