Job Description

Administrative Assistant - Limited Term

Tracking Code: req2245

Faculty/Department: Faculty of Engineering and Applied Science

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 $59,797

Posting Date: September 9, 2026

Closing Date: September 16, 2026 (11:59 pm EST)

Job Summary: Reporting to the Director, Planning and Operations, the Administrative Assistant provides administrative support to the Dean’s Office and Engineering Outreach within the Faculty of Engineering and Applied Science.

Nature of work: The incumbent will be working primary in the North Campus of Ontario Tech University and may have occasional responsibilities at on-site partner locations supporting Engineering Outreach. The Administrative Assistant will support day-to-day administrative support operations for the Faculty of Engineering and Applied Science.

Responsibilities/accountabilities:

• Serve as the first point of contact for students, faculty, staff, industry, community and other stakeholder inquiries to the Engineering Outreach Office (EOO), providing information about relevant programs and services offered by the EOO, events, policies and procedures and other inquiries as required.
• Perform administrative duties such as expense reconciliation, billing request forms, record keeping, report generation, e-mail monitoring, and other duties as assigned.
• Provide direct administrative assistance to the Engineering Outreach Manager, including scheduling of appointments, scheduling all departmental meetings and taking minutes; supporting the Manager in all day-to-day activities, communication, email, phone etc.
• Support the Engineering Outreach Manager and Engineering Outreach Coordinators in event planning and execution on all related workshops and sessions, recruitment events, open houses and other Faculty events in the promotion of the Engineering Outreach programs.
• Coordinate departmental travel arrangements including accommodation arrangements and preparation of itineraries.
• Supports administration of all required staffing contracts, including drafting of posting positions, posting job ads on targeted job sites, and supporting all recruitment efforts to secure all engineering outreach positions.
• Coordinate with the Dean’s Office in content posting on social media platforms and Faculty website.
• Facilitate submission of all progress reports with the Dean’s Office, external funding partners and other stakeholders to ensure timelines and outcomes are achieved.
• Oversee all general office and workshop supplies and equipment, including inventorying and ensuring all stock levels are maintained.
• Support tracking of staff attendance records.

Required Skills:

• A high proficiency in MS-Word, MS-Outlook, MS-Excel and MS-PowerPoint
• Excellent planning and organization skills in overseeing event planning and execution.
• Knowledge and understanding of social media platforms.
• Proven excellent writing, editing and proofreading skills for content in a range of styles.
• Attention to detail, confidentiality and the ability to manage multiple demands.
• Ability to act independently with defined objectives, under minimal supervision.
• Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy.

Required Education:

• Completion of a Formal Post-Secondary Program of two Academic Years
• A combination of education and experience may be considered for this role
• Verification of Academic credentials may be required

Required Experience:

• One to three years related experience.
• Experience in a post-secondary environment would be an asset.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until September 16, 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: 9/21/2026