Closed for Applications
Please apply by submitting your résumé and cover letter to: hr.stmikes@utoronto.ca
In the email subject line, please include your full name and the title of the position title for which you are applying. Only applications with both cover letters and resumes saved together in one Microsoft Word or PDF document and submitted through the above email address will be considered.
| Position Title: | Executive Assistant & Continuing Education Coordinator |
| Office: | Continuing Education Division |
| Supervisor | Director, Continuing Education |
| Hours: | 35 hours per week |
| Terms: | Full-Time / Permanent / Non-Union |
| Salary Range: | Hire Rate: 58K – 59K, Band: A2 ($53,847 – $59,829 – $71,795) |
| Posting Date: | April 14, 2026 |
| Closing Date: | April 28, 2026 |
PROFILE
The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life.
As the university looks forward to its 180th anniversary in 2032, it is operating with a strategic plan titled St. Mike’s 180: Rooted in the Future. The plan, which imbues all aspects of university life, is built on three pillars: academics, community and sustainability, all stemming from the university’s commitment to the Catholic Intellectual Tradition.
Today, St. Michael’s is home to 5,000 students studying everything from astronomy and English to architecture and zoology. Our status as a federated college within the University of Toronto, one of the world’s top research universities, offers students a wealth of academic and extra-curricular choices. At the undergraduate level, St. Michael’s sponsors four programs, including Christianity and Culture, Book and Media Studies, Celtic Studies and Mediaeval Studies. These are linked with University’s first-year seminars: the Gilson Seminar in Faith and Ideas, the Boyle Seminar in Scripts and Stories and the McLuhan Seminar in Creativity and Technology.
In 2022, the University of St. Michael’s College Faculty of Theology federated with Regis College to create a single academic entity, called the Regis St. Michael’s Faculty of Theology.
CONTINUING EDUCATION AT THE UNIVERSITY OF ST. MICHAEL’S COLLEGE
At St. Michael’s College (USMC), Continuing Education (CE) is about learning with purpose. As the singular provider of continuing education for the University of St. Michael’s College, we offer flexible, non-degree programs rooted in our academic tradition and guided by values like social justice, environmental stewardship, and intellectual inquiry. Whether you’re a professional, educator, or lifelong learner, our mission is to help you grow, connect, and lead with impact. We welcome learners of all backgrounds and foster a community built on respect, creativity, and inclusion.
Our creative inquiry programs vary in duration and topic and include topics of personal interest such as printmaking, writing as a spiritual practice, French language and cinema and Italian cuisine and cinema. Our professional learning programs include a Diploma in Social Responsibility and Sustainability, a Social Impact Measurement Certificate, a Diploma in Interfaith Dialogue and Additional Qualification courses for teachers. We also offer partnered programs delivered collaboratively with select organizations.
POSITION SUMMARY
The Executive Assistant and Continuing Education Coordinator provides high-level confidential administrative and operational support to the Director of Continuing Education. Reporting directly to the Director and working closely with the Manager of Program Development and Delivery, the incumbent has regular access to highly sensitive and confidential information, including matters related to labour relations, human resources, strategic planning, and financial decision-making. The role requires the exercise of sound judgment, discretion, and a high degree of confidentiality in supporting the Director’s leadership of staff, instructors, and divisional priorities.
The Executive Assistant and Continuing Education Coordinator supports the development and delivery of Continuing Education programs through a combination of administrative, operational, and coordination functions. Responsibilities include program coordination, event planning and on-site support, and communication with learners, instructors, and internal and external partners.
As the Division transitions from a renewal phase to a period of growth, the incumbent will play a key role in establishing and refining processes and procedures related to course registration, payment, course tracking, and records management. This work will be carried out within Continuing Education and in collaboration with partners across the University of St. Michael’s College and the University of Toronto.
DUTIES & RESPONSIBILITIES
Administration and Finance:
- Provides high-level confidential executive administrative support to the Director of the Continuing Education Division, including drafting agendas and minutes, coordinating meetings and related logistics (e.g., AV and IT requirements), and managing sensitive correspondence with discretion and sound judgment.
- Manage, plan, and implement the logistics and administration of the Continuing Education Division working with the Director, Program Manager and Senate Continuing Education Council.
- Coordinate IT and office space for new staff members.
- Participates in the coordination of internal management processes and planning activities
- Act as registrar for Continuing Education programs and events including managing registration, receiving and managing registration payments; establishing, requisitioning, and sending honorarium and expense reimbursement to instructors and facilitators.
- Serve as Secretary to the Continuing Education Council of Senate with responsibility for communication with members of the council, coordination of meetings, preparation and distribution of meeting materials, developing and tracking motions and approvals, recording minutes of the meetings and ensuring renewal of the members as per the Senate Statutes.
- Track expenses and account receipts for the Continuing Education budget
- Develop agendas and prepare minutes and other reports for the Continuing Education Council of Senate.
- Prepare and distribute the Continuing Education Calendar and communications regarding upcoming programs and courses.
- Create, update, and monitor databases in support of program administration including the issuance of UTORids for students, managing student information and tracking of requirements for program completion.
- Manage correspondence, produce reports and presentations, record minutes related to the Continuing Education Division.
- Manage office and program supplies, forms and brochures and control inventory of office equipment and supplies.
- Process and monitor purchase orders and follow up as needed.
Program Delivery Support:
- Provide administrative assistance to volunteers and contract staff to support programs and events.
- Coordinate event logistics including room scheduling, space and A/V setup, copying of materials, catering for Continuing Education programs, including occasional evening/weekend on-site support.
- Provide technical and content support for the Learning Management System.
- Assist instructors to set up class meetings through Zoom and to post materials on the Learning Management System.
Human Resources:
- Support and supervise the University of Toronto work-study student, including attending work-study supervisor sessions and managing HR concerns alongside Director and USMC’s HR team.
- Support the preparation of instructor contracts, ensure all relevant documentation (payroll, tax forms, personnel data forms) are gathered and submitted to HR and USMC payroll in a timely manner.
- Follow processes to assign university IDs and emails to instructors and contract staff as needed.
- Assist in the coordination of meetings related to collective bargaining and labour strategy, including preparation of sensitive documentation.
- Maintain strict confidentiality regarding personnel matters, organizational restructuring, and labour relations strategies.
- Liaise with Human Resources on sensitive employee matters, ensuring discretion and confidentiality at all times.
Communication:
- Provide information to and respond to inquiries from current and potential Continuing Education students on programs, admissions, and registration.
- Manage general email inbox, appropriately responding or triaging messages.
- Promote events to staff, faculty, students and appropriate targeted audiences via direct mail, email and social media.
- Manage communications regarding all events through the Continuing Education Calendar and social media accounts.
- Network with other Continuing Education providers.
QUALIFICATIONS & SKILLS
- University degree or acceptable equivalent combination of education and experience.
- Minimum of 5 years of administrative support preferably in an academic setting
- Experience in with computer applications, including word processing, spreadsheets, databases, website editing, and Client Relationship Management systems.
- High level of attention to detail and accuracy.
- Excellent written and oral communication skills.
- Demonstrated self-directed and independent problem-solving work experience.
- Demonstrated experience handling confidential and sensitive information in a senior administrative or executive support capacity
- Ability to exercise diplomacy dealing with staff, students and external contacts.
- Excellent interpersonal skills, always exercising professionalism and discretion.
- Ability to work collaboratively with other office staff, management and external stakeholders.
- Functional ability to communicate in French, with particular emphasis on writing is an asset.
We thank all applicants for their interest. Only those considered for an interview will be contacted.
The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.
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