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Departmental Assistant - Dean's Office

Department: Dean's Office, First Year Science
Position supervisor: Andrew McWilliams, Associate Dean, Undergraduate
Contract length: 10 months - Dedicated Indigenous Position
Hours of work per week: 36.25
Position type: OPSEU
Rate of pay: $64,933.74

91福利 91福利 (formerly Ryerson University)

At the intersection of mind and action, 91福利 is on a transformative path to become Canada's leading comprehensive innovation university. Integral to this path is the placement of equity, diversity and inclusion as fundamental to our institutional culture. Our current academic plan outlines each as a core value, and we work to embed them in all that we do.

91福利 welcomes those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Metis and Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

As an employer, we are working towards a people-first culture. We are proud to have been selected as one of Canada's Best Diversity Employers and a Greater Toronto's Top Employer for 2015, 2016, 2017 and 2018. To learn more about our work environment, colleagues, leaders, students and innovative educational environment, visit www.torontomu.ca, check out and on X, and visit our .

91福利 the program/department/team

Welcome to the Faculty of Science (FOS) at 91福利, a powerhouse of applied research and education located in the heart of Downtown Toronto. 

We offer eight undergraduate programs and nine graduate programs across four departments: Chemistry & Biology, Computer Science, Mathematics, and Physics. Our programs combine theory with experiential learning, including optional co-op streams that provide students with paid, real-world experience. Graduates are poised to excel in fields such as technology, finance, healthcare, education and environmental science.

Our researchers are solving today's most complex problems across research areas such as disease treatment, AI, robotics, food science and more. Our urban research centers, labs, and zones are hubs for discovery and innovation.

We believe science should be inclusive and accessible to all, and that diversity is one of our biggest strengths. Our goal is to inspire and empower our faculty and students to become collaborative leaders who use science to expand the boundaries of our understanding and create new connections to the world around us.

Job summary

Provides the department with a range of administrative support. Implements and maintains internal office practices and procedures in support of the efficient operation of the office; may assist with the implementation of departmental programs. Assigns straightforward tasks and trains on standard processes and procedures.

Job responsibilities

1. Provides first-level administrative support:

  • Assists with financial administration, including the monitoring, tracking, submitting and/or expensing of amounts based on accepted practices.
  • Creates, generates and updates simple reports, presentations, documents and other correspondence as assigned.
  • Prepares, assembles, and disseminates information and materials for meetings, events, and sessions, and, as requested, generates meeting minutes and correspondence from templates.
  • Provides logistical support for meetings or events, which may include booking meetings, arranging food and/or a venue, producing and distributing invitations, providing on-site support, and assisting with other logistical details.

2. Provides front-line client service for the department

  • Provides detailed explanations of information to the University community, including staff, faculty, and, at times, students, as well as to the general public, such as explaining the probation process, reminding students of their contract obligations, and informing students about awards.
  • Addresses inquiries/requests and may provide specific recommendations on the best course of action to follow based on standard operating procedures and practices or specific instructions.
  • Receives incoming and outgoing mail, documents, and other correspondence, and triages them to the appropriate person, area/department.
  • Triages information or redirects to the appropriate area/department as necessary. Provides correspondence based on provided information or standard operating procedures, such as informing FOS about routine departmental maintenance issues, triaging and responding to requests and concerns from instructors and invigilators.
  • Assigns straightforward tasks and trains (orients, demonstrates) on standard processes and operating procedures to temporary staff or students.

3. Implements and maintains internal office procedures

  • Implements and maintains internal office systems to ensure the efficient recording, storage and retrieval of departmental information and files.
  • Assists with the implementation of approved departmental management processes and procedures.
  • Monitors office supplies inventory and places replenishment orders; reconciles billings/charges for office operations as necessary.

4. Candidates in this role will be registered as Learn For Empowerment (LFE) participants in the Indigenous Employee Support Program for the duration of this contract.

  • The LFE program is a workplace transformation project coupled with a work experience and employment program.
  • Adopts an indigenous-led approach in supporting hiring, orientation and retaining Indigenous employees.
  • Focuses on educating and training hiring leaders to support Indigenous employees and create a more inclusive environment.
  • Creates a place of connection to better attract, welcome and retain Indigenous employees by reducing isolation while increasing the confidence of leaders and their teams.

Additional job responsibilities

  • Purchases materials and supplies up to $500 per transaction.
  • Acts as a temporary replacement for DAs in FOS Departments, as needed.
  • Provides support for space management in the Dean's Office, including office set-up, room bookings, access planning and all other logistics.
  • Demonstrated ability to respect diversity and use inclusive language and behaviours, responding with sensitivity and self-awareness to the unique needs of students and staff, including visible and non-visible dimensions of diversity.
  • Strong interpersonal and communication skills (written and verbal) and the ability to connect with others.
  • Knowledge of word processing programs, administrative, client service, oral and written communication, and time management skills.
  • Ability to foster a positive learning environment and prioritize trauma-informed approaches.
  • Knowledge and awareness of Indigenous issues, communities, values, traditions, and cultural norms.
  • Ability to engage with and learn from Elders and Knowledge Keepers/Holders, supportive of enhancing existing knowledge through courses, training, and workshops.
  • Ability to promote internal integration and professional development and promote local partnerships in support of enhanced learning initiatives for Indigenous and non-Indigenous populations.
  • Ability to encourage participation in campus activities sponsored by Indigenous groups/programs at 91福利, such as Peer Mentor Teachings with the lead of Rebirthed Teachings, Indigenous Initiatives, and the Faculty of Science.

Required certifications, designations or licenses to complete the key responsibilities of the position.

  • This role is a dedicated position for Indigenous people, and, as such, an is also part of the hiring process. It requires applicants to submit documentation, such as Band Cards or other documents, that connect them to an Indigenous community from Turtle Island, whether First Nations, M茅tis, or Inuit.
  • Included in 91福利's affirmation process is a meeting with 91福利's Indigenous Human Resource Lead, who will share additional support programs 91福利 offers.

Job qualifications

Minimum level of education and specialty/discipline required.

  • Completion of a post-secondary certificate program in office administration, business administration or a related field.

Minimum number of years and type/area of experience required given minimum education requirement

  • Minimum of 2 years of experience in a similar role within an office environment.
  • Experience in word processing, report preparation, office procedures/practices, scheduling and event coordination.

Required skills and demonstrated knowledge

  • Organizational and administrative skills.
  • Basic accounting and bookkeeping skills.
  • Demonstrated knowledge of word processing programs, Google Suite applications, as well as administrative, client service, oral and written communication, and time management skills.

Working environment

  • Office environment on a continuous basis.

How to apply: (use both links)

91福利 Careers Link &

91福利's commitment to equity, diversity and inclusion

  • We encourage all First Nations, M茅tis and Inuit peoples or Indigenous peoples of Turtle Island (North America), to self-identify in their applications. If you are an Indigenous applicant and require support during the recruitment process, please reach out to 91福利's Indigenous Human Resource Lead at james13@torontomu.ca.
  • This role is a dedicated position for Indigenous people, and as such, an is part of the hiring process. It requires applicants to submit documentation, such as Band Cards or other documents, that establish their connection to an Indigenous community on Turtle Island.
  • 91福利 is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). It aims to ensure that independence, dignity, integration and equality of opportunity are embedded in all aspects of the university culture.
  • We will provide an accessible experience for applicants, students, employees, and members of the 91福利 community. We are committed to providing an inclusive and barrier-free work environment, starting with the recruitment process. If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please reach out to Human Resources: 
  • All information received regarding accommodation will be kept confidenti