Administrative, Outreach and Communications Assistant to the Chair (Term)

Job summary

The assistant provides frontline administrative support to the Chair, including managing calendars, facilities coordination, and departmental communications. They are also responsible for conceptualizing and executing event logistics and maintaining the department's digital presence.

Job details

Date Posted: 09/15/2026Req ID: 50185Faculty/Division: Faculty of Arts & ScienceDepartment: Dept of ClassicsCampus: St. George (Downtown Toronto)Position Number: 00051180Existing 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. Founded in 1827, the Department of Classics is one of the largest departments of its kind in North America and is internationally renowned for the excellence of itsprograms. Our diverse faculty study all aspects of the Greek and Roman world and are cross-appointed with multiple departments, centres and the Royal Ontario Museum. Our department is home to the Woodbury Library with its extensive holdings in Greek and Latin, epigraphy and papyrology. We offer unique programs of unusual breadth and intellectual variety in one of the most culturally diverse cities in North America.Your opportunity:Under the general direction of the Chair, the Administrative, Outreach and Communications Assistant to the Chair is responsible for assisting the Chair with frontline and administrative tasks of the department, as well as coordinating communications, space, and event needs. The communications responsibilities include maintaining and updating the department website and social media sites, gathering and editing content for the departmental newsletter, and designing and producing online and printed publicity materials for events. Theincumbent will work with the Chair to develop outreach activities and maximizing tools for undergraduate, graduate, and faculty recruitment, for maintaining engagement with students, alumni, and the wider community, and for collecting and disseminating faculty and student news. The incumbent will also be responsible for determining the logistics for a range of departmental events such as the start/end-of-term gatherings, departmental lectures and conferences.Your responsibilities will include: Acting as the first point of contact for general enquiries. Acting as the point of contact for Facilities. Liaising with internal and external contacts, such as University of Toronto Communications and the Faculty of Arts and Science Communications and Public Affairs, current students and alumni, and local high schools to promote programs and collaboration. Keeping well-informed on leadership commitments and priorities Keeping well-informed onpolicies, procedures, regulations and new technology Coordinating the preparation and distribution of promotional/outreach materials Maintaining information and databases on digital platforms Conceptualizing, organizing and executing event activities Promoting events and programs to target audiences. Website design and updates. Designing and producing online and printed publicity materials for events. Maintaining an active social media presence. Essential Qualifications: Advanced College Diploma (3 years) or an acceptable combination of education and experience. Minimum five (5) years of relevant administrative/communications experience, preferably in a post-secondary or research-intensive institution, or in the public sector. Experience providing senior level administrative support including administering a busy and complex calendar; preparing and monitoring schedules and keeping participants up to date with upcoming projects, events and deadlines. Experience drafting, editing and preparing a variety of written documentation and communications, including the ability to concisely summarize information and prepare original correspondence. Extensive experience developing agendas, taking minutes efficiently, recording action items in meetings, and establishing follow-up protocols. Demonstrated experience and understanding of social and multimedia platforms, channels, trends, and capabilities. Experience with Adobe Creative Suite (Photoshop, InDesign, Illustrator, and Dreamweaver), and Content Management Software (WordPress and Drupal). Experience with event logistics, including the use of scheduling software and online platforms to assist in the logistics of organizing meetings and events. Demonstrated experience in taking initiative to conceptualize and organize event activities. Demonstrated advanced skills in MS Office (e.g. Word, Excel, Access, PowerPoint, Outlook, OneDrive, Sharepoint). Intermediate skills with online video/audio conferencing applications (e.g. Zoom, Microsoft Teams). Superior interpersonal, oral and written communication skills. Strong organizational and time-management skills, with the ability to adapt to new and changing priorities. Demonstrated strong client service orientation and experience fostering equity, diversity and inclusion in the workplace. Assets (Nonessential): Project management experience and skills considered a desirable asset. To be successful in this role you will be: Discerning Multi-tasker Possess a positive attitude Resourceful Tactful Team player This is a 6 month term position Closing Date: 09/25/2026, 11:59PM ETEmployee Group: USW Appointment Type: Budget - Term Schedule: Full-TimePay Scale Group & Hiring Zone: USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category: Administrative / ManagerialRecruiter: Jessica Halteh Lived Experience StatementCandidates 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 assistant provides frontline administrative support to the Chair, including managing calendars, facilities coordination, and departmental communications. They are also responsible for conceptualizing and executing event logistics and maintaining the department's digital presence.

Requirements

Candidates must possess an Advanced College Diploma and at least five years of relevant administrative or communications experience. Proficiency in Adobe Creative Suite, content management systems, and MS Office is required, along with strong organizational and communication skills.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• WordPress · Preferred
• MS-Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Communications
• Event planning
• Social media management
• Website maintenance
• Adobe Creative Suite
• WordPress
• Drupal
• MS Office
• Calendar management
• Time management
• Interpersonal skills
• Project coordination
• Content editing
• Stakeholder engagement

Job areas

• Administrative
• Education
• Creative & Media
• Management & Leadership