Faculty Administrator, Faculty of Arts
Appointment Type: Full-time, Hybrid, On site – 4 Days
Compensation: Job Band: 10N $72,907 – $104,986 Hiring Range: $72,907 – $87,409
Competitive benefits package, including group benefits, defined benefit pension plan, tuition waiver, and generous vacation time allotment
Role Status: This position is open due to an existing role becoming vacant
Reports to: Dean of Arts
Trinity College is a vibrant and diverse academic community with a rich history and an excellent local and international reputation. Since its founding in 1851, the College has valued and fostered a high level of academic achievement with some 2,400 currently registered students, 450 of whom live at the College. The Trinity College campus grounds comprise spectacular historic buildings as well as a cutting edge, new high-sustainability building. The College is the smallest college on the St. George Campus of the University of Toronto, located in the central Toronto downtown core, steps from the Bloor – St. George subway station and Queen’s Park.
Position Summary:
The Faculty Administrator, reporting to the Dean of Arts, manages the daily operations of the Office of the Dean and serves as the primary point of contact for students, faculty, and the public. Key responsibilities include providing comprehensive administrative support, coordinating complex scheduling, overseeing financial and administrative processes, managing communications, and exercising sound judgment in assessing and directing correspondence.
Key Responsibilities:
Executive Assistance
- Provide administrative support to the Dean of Arts, including drafting correspondence, managing a complex schedule, and screening appointment requests.
- Exercise judgment in reviewing inquiries to determine when to respond independently, redirect, or consult others.
- Serve as the primary point of contact for the Office of the Dean of Arts, responding to inquiries and resolving issues from students, staff, administrators, and external partners, while supporting academic programs in close collaboration with program directors.
- Deliver professional, confidential service to all in‑person, phone, and electronic inquiries.
- Prepare agendas and coordinate logistics for committee meetings, including room bookings and catering.
- Arrange travel and accommodations for visiting lecturers, faculty candidates, and scholars.
- Schedule program meetings and conferences at the Dean’s request.
- Represent the Faculty of Arts at administrative meetings as required.
- Assist with mailings and prepare printed materials, brochures, and meeting documents.
Human Resources
- Coordinate recruitment of teaching assistants, course instructors, and Academic Dons for the Faculty of Arts.
- Prepare draft employment letters using established templates.
- Manage faculty hiring processes, including job postings, application tracking, interview scheduling, and committee coordination.
- Ensure all recruitment and hiring activities comply with institutional policies.
- Assist with faculty onboarding, including orientation scheduling and required documentation.
Office Management and Financial Administration
- Support information flow between the Faculty of Arts & Science, U of T offices, Trinity College Program Directors, the Dean of Arts and Dean of Divinity.
- Organize meetings, social events, receptions, and dinners at the Dean’s request.
- Maintain program correspondence and records, ensuring accuracy, completeness, and compliance with archival standards and FIPPA.
- In consultation with the program directors, update college course listings on the Trinity website and provide support to instructors, fellows, and faculty for Quercus/portal sites.
- Regularly review and update the college website, materials, and brochures, coordinating with Communications, Public Affairs, program directors, and external designers/printers to reflect program, course, faculty, and student group changes.
- Support faculty and fellows budget administration, including processing invoices, reimbursements, and maintaining records.
- Assist with program budgets, including scholarships and symposia.
Academic Administration
- Review and update the FAS program calendar , including Trinity College’s academic website pages, coordinating course changes with departments.
- Support faculty in liaising with program and University of Toronto bodies.
- Assist with Trinity Academic programs and courses falling outside of ES&L, IR, Trinity One, and Immunology, including Independent Studies, Integrated Sustainability Initiative (academic), Comp Paper, H4H, Trin Reads, and FYF courses. Administration includes use of forms, web listings, ROSI enrolments, working with platforms such as Degree Explorer, Quercus, LSM, eMarks, CIS, and ATS
- Maintain program files, syllabi, marking‑scheme records, and electronic distribution lists.
- Coordinate Academic Integrity cases with the Dean and FAS.
- Advise faculty on academic policy processes and precedents.
- Analyze enrolment data to identify trends and anticipate needs.
- Recommend improvements to course availability, offerings, and scheduling.
- Authorize library access for research assistants, retired faculty, and community partners.
- Manage special projects assigned by the Dean.
- Perform other College duties as required.
- Manage the mailing list and events for the Senior Common Room
Space Planning
- Coordinates classroom scheduling both at Trinity College, and at the U of T more broadly (through LSM), for Trinity College’s Divinity and Arts faculties (programs and courses), applying institutional guidelines to set priorities.
- Assesses and documents room needs for course delivery, including enrolment caps and A/V requirements.
- Resolves room‑booking conflicts through liaison with faculty and administrative contacts.
- Verifies enrolment controls and ensures course capacities align with available space throughout the academic year.
- Manages key distribution and, in consultation with the programs, assigns office space for faculty, visitors, students, and TAs.
Educational and Experience requirements:
- Bachelor’s degree in business administration (or a related field) or a combination of education and relevant work experience
- Minimum 4 years administrative experience with at least 2 years providing administrative support for an academic program in a post-secondary environment
Skills and Attributes:
- Demonstrated experience working with student information systems, enrolment data, and generating accurate reports; strong proficiency with ROSI, Office365, Infosilem, and MS Office (Word, Excel, Access, PowerPoint).
- Advanced skills in database and spreadsheet applications, data management, and maintaining web‑based information and applications.
- Excellent communication skills (verbal and written) with strong interpersonal judgment, tact, discretion, and the ability to handle confidential and sensitive situations professionally.
- Strong organizational, analytical, and project‑management abilities, with high attention to detail and the capacity to manage competing priorities and complex schedules.
- Proven ability to exercise initiative, anticipate risks, solve problems effectively, and know when to escalate issues.
- Skilled in enterprise communication platforms (Zoom, MS Teams) and adaptable to learning new tools and technologies.
- Demonstrated ability to work independently and collaboratively, take responsibility for outcomes, and remain approachable and supportive during crisis situations.
- Ability to interpret and apply policies and principles with sound judgment.
Submit resume and covering letter to: trinity.recruitment@utoronto.ca
Please reference Job #2026 -09 in the email subject line. Only applications with both cover letters and resumes in one Microsoft Word or PDF document and submitted through the above email address will be considered.
Job posting closing date: May 13, 2026 or until position is filled.
Trinity College is a federated university in the University of Toronto and offers excellent employment opportunities with exceptional benefits. The College is a culturally diverse community that sustains a tradition of academic excellence and provides a vibrant and welcoming community of students, faculty, alumni, and staff.
Trinity College is committed to Employment Equity and Diversity based on merit, transparency, accessibility, and inclusion ensuring that all candidates are given a fair opportunity. If you need this job posting in an alternative format or if you require accommodation measures, please contact us at trinity.hr@utoronto.ca and we will work with you to meet your needs at every stage of the recruitment and selection process.
We thank all applicants for their interest in this position. Only those selected for an interview will be contacted.