Governance & Administrative Coordinator

Date Posted: 03/24/2026
Req ID: 47445
Faculty/Division: Faculty of Applied Science & Engineering
Department: Office of the Dean
Campus: St. George (Downtown Toronto)
Position Number: 00059239
Existing Vacancy: Yes

 

Description:


About us:

The Faculty of Applied Science & Engineering is a world-renowned community of researchers and students dedicated to solving some of the world’s most pressing challenges through collaborative and multidisciplinary research and experiential education. Through rigorous technical training, and unparalleled extracurricular and professional experience opportunities, we prepare the next generation of engineering leaders and change makers to unlock the future’s boundless potential.

The Faculty of Applied Science & Engineering is led by a dedicated and diverse group of academic and administrative professionals who exemplify excellence in their fields.

Learn more: Faculty of Applied Science & Engineering



Your opportunity:

The Faculty of Applied Science & Engineering is seeking applications for the position of Governance & Administrative Coordinator. Reporting to the Manager, Governance, Quality Assurance& Reviews, the incumbent will serve as the Governing Secretary and provide a wide range of administrative and logistical support for governance processes, external reviews, and academic change initiatives.

Key responsibilities include supporting the work of Faculty Council and its Executive and Standing Committees by providing information, interpreting rules, guidelines, procedures, and protocols, collating and preparing materials for meetings, coordinating mailings, arranging registration and catering, ensuring technical requirements are met, taking minutes, and following up on action items.

The incumbent will support Standing Committees by coordinating appointment and election processes, maintaining detailed membership lists and records, and serving as a general resource on committee procedures.

Additionally, the Governance & Administrative Coordinator will support external reviews of the Faculty’s departments and institutes by preparing reviewer nomination forms, assisting with travel arrangements, arranging catering and room bookings, and coordinating expense reimbursements and honouraria payments. 


Your responsibilities will include:

• Coordinating meeting schedules, agendas, materials, action and follow-up items.
• Preparing and distributing meeting documentation.
• Taking and distributing meeting minutes.
• Writing routine documents and correspondence.
• Updating and maintaining shared records and documentation.
• Determining logistical details and activities for events and/or programming.
• Liaising with contacts to ensure consistent administration procedures are followed.
• Responding to enquiries within the defined scope of the role and redirecting as appropriate.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five (5) years of recent experience in an administrative role providing high-level support to senior management and the coordination of meetings/events, preferably within a university or higher education environment.
• Experience coordinating meeting schedules, agendas, materials, action and follow-up tasks.
• Experience providing logistical planning and support for meetings and events.
• Experience taking complex meeting minutes and maintaining detailed records and membership lists.
• Demonstrated excellent verbal and written communication skills (including spelling and grammar), with experience drafting, proofreading, and editing routine documents and professional correspondence.
• Demonstrated strong attention to detail, with the ability to process multiple requests and tasks in a timely manner.
• Strong computer skills including proficiency in MS Office (Word, Excel, Outlook, PowerPoint, MS Forms, Teams, SharePoint), Adobe Acrobat, Zoom, online polling platforms and database applications.
• Ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, tact and confidentiality.
• Strong problem solving skills and the ability to assist in resolving issues that may arise within committees.
• Excellent interpersonal and customer service skills with the ability to develop and maintain effective working relationships with a diverse population of students, staff, faculty and external stakeholders.
• Commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment.

Assets (Nonessential):

• Knowledge of University of Toronto policies and governance.
• Working knowledge of Microsoft Planner or other task or project management software.

To be successful in this role you will be:

• Diplomatic
• Meticulous
• Multi-tasker
• Proactive
• Procedural
• Responsible
• Self-directed

 

Closing Date: 04/02/2026, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $76,577. with an annual step progression to a maximum of $97,928. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.  
Job Category: Administrative / Managerial

 

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 into consideration as applicable to the posted position.

 

A job description is available upon request

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see ?url=http%3A%2F%2Fuoft.me%2FUP&module=jobs&id=61588" target="_blank" rel="nofollow">?url=http%3A%2F%2Fuoft.me%2FUP&module=jobs&id=61588" target="_blank" rel="nofollow">http://uoft.me/UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careersutoronto.ca .

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