Administrative Assistant

Job summary

The Administrative Assistant provides operational and organizational support to the Principal Investigator and research chair, including managing calendars and research activities. Responsibilities also involve coordinating departmental IT, processing expenses, and assisting with grant application content.

Job details

Date Posted: 09/14/2026 Req ID: 50177 Faculty/Division: Faculty of Arts & Science Department: Can. Inst for Theoretical Astrophysics Campus: St. George (Downtown Toronto) Position Number: 00059925 Existing Vacancy: Yes Description: 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. Your opportunity: The Canadian Institute for Theoretical Astrophysics (CITA) is a nationally supported research institute and a non-profit corporation (CITA Inc.) Our mission is to foster interaction within the Canadian astrophysics community and to serve as an international centre of excellence for theoretical studies in astrophysics. We educate and develop the next generation of scientific leaders with national postdoctoral fellowships as well as postdoctoral and senior research associate fellowships, and through the supervision of undergraduate and graduate students. We are devoted to studying the origin and evolution of the universe and the many phenomena revealed by modern astronomy. The Administrative Assistant provides administrative, organizational and operational support to the Principal Investigator and the research chair in managing research activities, laboratory activities and academic responsibilities. Your responsibilities will include: * Acting as the first point of contact for general enquiries * Resolving issues within the scope of the role and escalating problems as required * Scheduling appointments and managing the PI's calendar * Booking audio-visual and/or computer equipment and coordinating with departmental IT * Editing content for grant applications * Maintaining filing system * Proofreading and fact-checking content * Making minor purchases Essential Qualifications: * Advanced College Diploma (3 years) or acceptable combination of equivalent experience. * Minimum three years of relevant administrative and financial experience, preferably supporting academics, in a University environment * Experience managing the calendar of a senior leader * Experience coordinating meeting schedules, agendas, materials, action and follow-up items * Experience coordinating tasks for research project initiatives * Experience with preparing and processing research expenses/expense reimbursements * Experience of using Usource, Concur, FIS, RIS, or similar platforms * Excellent verbal and written communication skills * Strong interpersonal and customer services skills and strong ability to work well with all levels of faculty, staff and students * Strong organizational, time management, and problem-solving skills, with the ability to balance competing priorities * Attention to detail Assets (Nonessential): * Experience working with the University of Toronto’s Guide to Financial Management (GTFM) To be successful in this role you will be: * Approachable * Communicator * Diligent * Multi-tasker * Organized This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline [https://people.utoronto.ca/wp-content/uploads/2021/07/1.-Alternative-Work-Arrangements-Guideline.pdf]. Closing Date: 09/23/2026, 11:59PM ET Employee Group: USW Appointment Type: Grant - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. 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, 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. Job descriptions are available upon request for internal applicants.

What you’ll do

The Administrative Assistant provides operational and organizational support to the Principal Investigator and research chair, including managing calendars and research activities. Responsibilities also involve coordinating departmental IT, processing expenses, and assisting with grant application content.

Requirements

Candidates must possess an Advanced College Diploma and at least three years of relevant administrative and financial experience in a university setting. Proficiency with financial platforms like FIS or Concur and strong communication skills are required.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Financial experience
• Expense processing
• Communication skills
• Interpersonal skills
• Organizational skills
• Time management
• Problem-solving
• Attention to detail
• Proofreading
• Fact-checking
• Grant application support
• Customer service
• IT coordination
• Grant Applications
• Curiosity
• SAP Concur (Travel And Invoice Software)
• Fact Checking
• Research
• Teaching
• Astronomy
• Astrophysics
• Customer Service
• Communication
• Financial Management
• Leadership
• Innovation
• Problem Solving
• Job Evaluation
• Multitasking
• Purchasing
• Social Sciences
• Time Management
• Coordinating
• Setting Appointments
• Filing
• Content Editing
• Detail Oriented

Job areas

• Administrative
• Education
• Science & Research
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive