Facilities Operations Administrative Assistant

Date Posted: 04/23/2026
Req ID: 47844
Faculty/Division: UofT Scarborough
Department: UTSC:Facilities Management
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00059451
Existing Vacancy: Yes

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.  

In the Facilities Management department, we take pride in our buildings and grounds and provide a welcoming, service-oriented, clean and safe environment for our students, faculty and staff. Our mission is to facilitate the Academic Mission of Excellence in Research and Teaching by providing a safe, clean, healthy, comfortable and sustainable environment for students, faculty, staff and visitors.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.  

Your opportunity:

Working under the direction of the Manager, Finance and Administration in a fast-paced service oriented environment, you will work closely with staff, faculty, management, and clients to provide and coordinate work order-related services. You will respond to enquiries in a timely manner, follow up as required, determine priorities, verify the accuracy and completeness of documents, and serve as a resource to others by providing (non-supervisory) job-related guidance.

Your responsibilities will include:

• Acting as the first point of contact for property and facilities issues
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Handling sensitive and/or confidential information
• Generating reports and checking the work orders are completed accurately
• Probing for more information to establish needs

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years' related work experience providing office administrative support in a fast-paced service-oriented environment
• Must have demonstrated commitment to service excellence and ability to deal directly with staff at all levels of the organization, contractors, and vendors
• Demonstrated experience generating reports, updating and maintaining databases, and compiling and manipulating data for reports, charts, etc.
• Strong computer skills with experience in Microsoft Word, Outlook, Excel, and databases experience
• Effective interpersonal and communication skills (written and verbal), problem solving, organizational and time management skills
• Must be able to multi-task in a high volume busy environment
• Must be able to meet deadlines, exercise accuracy and attention to detail
• Experience providing front-line operational support
• Demonstrated ability to effectively work independently and also collaboratively in a team environment

Assets (Nonessential):

• Experience in a facilities and services setting is an asset

To be successful in this role you will be:

• Articulate
• Meticulous
• Multi-tasker
• Organized
• Team player

Note: This role is 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.

Closing Date: 05/06/2026, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - 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: Facilities/Ancilliary 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.

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 

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.

Job Segment: Operations Manager, Facilities, Administrative Assistant, Sustainability, Secretary, Operations, Energy, Administrative

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