Administrator & Events Coordinator Date Posted: 09/02/2026
Req ID: 50064
Faculty/Division: School of Graduate Studies
Department: School of Graduate Studies
Campus: St. George (Downtown Toronto)
Position Number: 00055840
Existing Vacancy: Yes
Description: About us: The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operate through a system of collegial governance, consultation, and decanal leadership.
SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction; and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.
The Centre for Graduate Career development is a central hub for graduate student career development at the University of Toronto. Our goal is to provide graduate students with an opportunity for autonomous exploration of academic skills and professional aspirations. We facilitate programs and events for graduate students, support their professional development journey, and coordinate information about the full range of career development activities at the University of Toronto.
More information about the School of Graduate Studies can be found here: http://www.sgs.utoronto.ca/. More information about the Centre for Graduate Professional Development can be found here: https://www.cgpd.utoronto.ca/.
Your opportunity: Working on-site, and under the direction of the Associate Director and the Director of the Centre for Graduate Career development, you will be responsible for a range of administrative functions and the organization of all aspects of a wide variety of events.
The successful applicant will be a highly motivated, proactive, and organized individual who thrives in a fast-paced environment with competing demands.



You will need to use excellent interpersonal skills to foster positive relationships with the graduate students, staff, and faculty who interact with the Centre for Graduate Professional Development.
In addition to supporting the Associate Director and Director, you will have a significant role in the day-to-day administration and operation of the Centre for Graduate Professional Development and its dedicated space, Grad Room. Duties will include coordinating events and meetings, coordinating room bookings and access to Grad Room, prioritizing and managing administrative tasks, supporting the development and maintenance of important documents, maintaining records, disseminating information, assisting with communications, editing website content, and providing general administrative and event support as needed. This is an exciting opportunity to be part of a dynamic environment, where you can meaningfully contribute to the growth and success of a key resource for University of Toronto graduate students.
NOTE: This is a term position ending August 31, 2027. Secondments are welcome.
Your responsibilities will include: Coordinating a schedule of meetings, workshops, and other events
Managing all aspects of planning and executing a wide variety of meetings and events
Coordinating meeting schedules, agendas, materials, action, and follow-up items
Liaising with internal and external vendors and service providers, including arranging catering
Booking event spaces and meeting rooms within the university and externally
Creating and managing event registration forms
Conducting post-event evaluation, analysis and recommendations for changes
Acting as the first point of contact for general enquiries about a wide range of programs
Resolving minor complaints and issues, and escalating problems as appropriate
Maintaining a website and communications channels
Writing emails, collaborating on other written materials, and editing written content
Managing data and maintaining records, including financial, registration, evaluation, and other event records
Analyzing administrative processes and procedures and recommending changes for improvement




Directing the activities of casual staff and volunteers
Acting as the first point of contact for property and facilities issues
Opening and closing Grad Room for meetings and events, and acting as the first point of contact for maintenance and caretaking issues
Qualifications: Essential Qualifications: Bachelor's Degree or an acceptable combination of equivalent experience
Minimum three (3) years of relevant work experience including responsibilities for both administrative and event-related tasks, preferably within a University setting
Excellent interpersonal skills
Excellent oral and written communication skills
Excellent organizational and problem-solving skills
Excellent time management, prioritization, multi-tasking skills, and attention to detail
Ability to work effectively with a wide range of academic and administrative staff and students
Ability to work well as a team member in a fast-paced, professional environment
Experience in organizing the logistics of meetings and special events
Previous experience creating and editing website content
Advanced proficiency with Microsoft Office including Word, Excel, PowerPoint, Forms, Teams, and Outlook. Thorough knowledge and proficiency with OneDrive and SharePoint.
Assets (Nonessential): Working knowledge of the University of Toronto environment
Previous experience using design software such as Canva, Adobe Photoshop, or similar
Previous experience working with graduate students or postdoctoral scholars
To be successful in this role you will be: Self-directed
Adaptable
Resourceful
Meticulous
Responsive
Accountable
Closing Date: 09/14/2026, 11:59PM ET
Employee Group: USW
Appointment Type : Budget - Term
Schedule: Full-Time NOTE: This is a term position ending August 31, 2027. Secondments are welcome.
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
Recruiter: Blythe Campbell
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

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📌 Administrator & Events Coordinator (Ontario)
🏢 University of Toronto
📍 Ontario