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Job Requisition ID:
2026-03359
Time Type:
Full time
Employee Group:
Staff
Job Category:
Administrative Support
Employment Type:
Temporary
Department:
Faculty of Engineering - Mechanical and Mechatronics Engineering - Administrative Support
Hiring Range:
$47,210.94 - $59,013.67
Posting Information:
This posting is for an existing vacancy.
Term: 1 year
This position is being offered as a Secondment or contract opportunity.
The internal posting deadline for this position is October 29, 2026, at 11:59PM.
Job Description:
Primary Purpose
The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME.
Key Accountabiliti es
Clerical and Administrative Support for the General Operation of the Department
Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
Maintains office and coffee supplies for the department, faculty and staff
Coordinates both incoming and outgoing mail services for the department
Assists with the issuing, returning, and tracking of keys
Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
Maintains department directory of faculty and staff listings
Maintains records of department and teaching expenditures for supplies and copying
Arranges parking passes for MME visitors through Parking Services
Meeting and Event Support
Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
Transcribes and circulates meeting minutes as required
Web/Digital Maintenance
Updates MME website events, department news, webpages, contact details, etc.
Creates and manages announcements and advertisements displayed on department monitors
Physical Resource Maintenance
Submits maintenance, custodial and other service requests to Plant Operations
Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately
Other Duties
Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
Processes online applications/documents received for posted faculty positions
Provides backup support to the Administrative Assistant to the Chair during absences and vacation
Assists with special projects and other duties as assigned by the Administrative Assistant…