Administrative Assistant - Limited Term
Tracking Code: req2010
Faculty/Department: Office of VP, Administration
Number of Positions: 1
Appointment Type: Limited Term 1 year
Hours of Work: 35 hours per week
Salary Range: Level 5 - Starting Salary, Step 1 $58,055
Posting Date: April 20, 2026
Closing Date: April 24, 2026 (7:00 pm EST) Job Summary: Duties and Responsibilities: Website Support: Document Management: Other Administrative Support:
This position reports to the Director, Ancillary Services in
the Office of Ancillary Services, and provides support for activities across
all units within the Ancillary Services portfolio.
administrative support to Ancillary Services Director
and manage the Director’s email and calendar, exercising sound judgment to
triage, prioritize, and respond to communications as appropriate
urgent matters are escalated promptly, schedules are optimized, and all
correspondence is handled with a high degree of professionalism and strict
confidentiality
point of contact for guests, staff, and visitors
for coordination of departmental travel arrangements, including managing
registrations, accommodation arrangements, and preparations of
itineraries
correspondence, reports, and other correspondence
in setting agendas for meetings; preparing materials for meetings,
briefing notes, reports, refreshments, equipment, etc., takes and
distributes minutes, and follows up on action items
and maintain an inventory of office supplies
and deliver incoming mail
code, and reconcile expenditures/invoices on specific accounts.
ongoing expenditures and the status of budgets
expense accounts for Director / Managers and reconcile monthly purchasing
card statements
cheque requisitions, billing requests, and purchase orders
various manuals, rate sheets, and booklets, able to create and develop
presentations and spreadsheets
and coordinate projects and tasks within Asana for the Ancillary team
payments and monitor expiry dates for lease and vending agreements
commission reports for all vending agreements
and report monthly campus store KPI data to support performance tracking
and update the Business Continuity Plan (BCP), and onboarding lists for
all new employees, on an ad hoc basis
collaboratively and coordinates administrative work with other
administrative team members in Finance
and maintains the department’s cloud-based filing systems, ensuring
documents are accurately organized, up to date, and easily accessible;
protocols to support efficiency, version control, and information security
for updating and ensuring all forms and content on the Ancillary Services
Website
suggestions for website content and changes within the site
website information within the Content Management System including testing
and replacing broken links, developing, and submitting new pages, updating
information to correspond with the Ontario Tech branding and research
sites for new website pictures
with Record and Document Management function for Director, Ancillary
Services, maintains and coordinates retention of documents
all vacation/sick days for all members of the Ancillary team and maintain
team calendar
with staff members to arrange access to various locations and platforms,
i.e., Concur Profile, key requests, access cards, etc.
with the recruitment of staff by creating the job requisition request,
organizing candidate files, communicating with candidates, scheduling
interviews, organizing interview committees for reviews, and coordinating
the process with Human Resources
duties as assigned
Required Skills: Required Education: Required Experience:
computer skills with solid working knowledge of MS Word, MS PowerPoint, MS
Excel, and MS Outlook
in database maintenance and producing reports and statistics
organizational and time management skills and the ability to work well
under pressure
ability to maintain a high level of confidentiality
well in a team environment
communication and interpersonal skills, diplomacy, and tact, professional
and courteous
in Banner/FAST (finance and web requisitioning) is an asset
knowledge of university programs, systems, policies, procedures,
governance, and administrative activities is a definite asset
incumbent must possess the following minimum of 1-3 years experience as an
administrative assistant, within a similar environment
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until April 24, 2026 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.
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: 5/18/2026
Expected End Date: 4/18/2027