Administrative Assistant

Tracking Code: req2045

Faculty/Department: Faculty of Science

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range: Level 5 - Starting Salary, Step 1 $58,055

Posting Date: May 14, 2026

Closing Date: May 29, 2026 (7:00 pm EST)

Job Summary:

The Faculty of Science is seeking an Administrative Assistant to provide a broad range of reception, administrative, and Central Stores support to the Faculty. The successful candidate will be a team player with great customer service skills, who is a strong multitasker and works well under pressure in a fast-paced environment.

Nature of work:
Reports to the Director, Planning and Operations, Faculty of Science.
Fast-paced environment; work under pressure; adhere to deadlines; strong attention to detail; highly collaborative.

Responsibilities/accountabilities:

1. Office Administrative Support:

• Responds to telephone, emails, and in-person inquiries from prospective students, current students, faculty, visitors, and other university/college representatives
• Orders office supplies, catering for meetings, name plates, and business cards
• Coordinate onboarding of employees
• Submit, track and organize requests for keys and proxy cards
• Arranges travel arrangement for guests visiting the faculty
• Books and schedules meetings for faculty, students and special groups Coordinates interviews for various postings within the faculty

2. Administrative Support for DPO:

• Reconciles monthly purchasing card expense reports
• Codes and submits various invoices and payments
• Completes cheque requisition forms for external visitors that need reimbursement
• Assists in review of recurring reports to identify discrepancies/anomalies (Payroll, Ricoh, Sessional Internal, etc.)
• Assists with faculty space and equipment management

3. Contracts and Timesheets:

• Coordinate postings and inputs position information into EPAF to generate contracts (FT hires, Sessional, Invigilators)
• Approve timesheets in via MyCampus. Supports filling in manual timesheets and submissions
• Coordinates the University Works program for the Faculty (communications, allocations, contracts, timesheets, etc.)
• Acts as a backup for contract creation, coordination and logistics

4. Central Stores Support:

• Supports the Central Stores operations and provides storeroom service during core business hours
• Processes customer orders/returns, creates purchase requisitions, facilitates pickup/delivery of inventory, receives inventory using Retail Mgmt Hero, stocks shelves, and performs cycle count inventory

5. Special Events:

• Coordinate/support Faculty events (e.g. Open House, Science Rendezvous, gatherings/meetings, celebrations, faculty retreats, etc.)
• Assist with organizing various Faculty functions, including room booking, IT, catering and logistical services

Required Skills:

• Excellent attention to detail and the ability to manage high volume and multiple demands to maintain a high level of confidentiality while handling sensitive information
• The incumbent must be proficient in MS-Word, MS-Outlook, MS-Excel, Google Suite, and be willing to learn other computer software packages as required
• Ability to communicate effectively and professionally with a wide variety of individuals, both internal and external to the Faculty and University
• Ability to work both independently and collaboratively
• Problem-solving skills; using effective and creative strategies; flexibility and adaptability to manage multiple priorities in a diverse setting

Required Experience:

• A minimum of 1 to 3 years of experience in a similar role
• Preference given to applicants with knowledge of scientific supplies and experience in distribution, logistics or storeroom operations
• Preference given to applicants with administrative experience in Faculty of Science and Central Stores operations, including familiarity with university policy and procedures
• Experience with point of sale (POS), retail management, and inventory control is an asset
• Experience working with Ontario Tech systems (FAST, Banner, EPAF, Concur) would be an asset
• An equivalent combination of education and related experience may be considered

Required Education:

• Completion of a formal Post-Secondary/College Program of One Academic Year or an equivalent combination of education and related experience may be considered

  • Verification of Academic credentials may be required

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until May 29, 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: 6/5/2026