Administrative and Records Coordinator

Administrative and Records Coordinator

Date Posted: 03/19/2026
Req ID: 47396
Faculty/Division: Faculty of Information
Department: Faculty of Information
Campus: St. George (Downtown Toronto)
Position Number: 00058560
Existing Vacancy: Yes

Description:

About us:

The Faculty of Information at the University of Toronto is a research-led Faculty, educating the next generation of leaders in information scholarship and the information professions, both established and emerging. Our researchers and graduates are recognized for their innovation, experimentation, human-centred perspectives and commitment to community.

The Faculty, which will celebrate its centenary in 2028, has built on its heritage strengths in libraries, archives and museums to incorporate scientific and technological expertise from engineering, computer science, and other disciplines. At the same time, it has committed itself to applying social, political, and cultural perspectives from media arts, humanities, and social science to the study of information, technology, people and the relationships among them.

A top tier school, the Faculty of Information is consistently recognized globally for excellence in Library and Information Management by the QS World University rankings. The QS rankings include both Master’s and PhD level programs.

More background about the Faculty can be found on its website (ischool.utoronto.ca).

Your opportunity:

The Career Services Unit at the Faculty of Information leads work-integrated learning programs, including co-op, practicums, and internships, while supporting faculty in delivering experiential learning courses such as capstones. We also provide personalized career advising to students and recent graduates, helping them prepare for success in a dynamic job market.

As part of our team, you’ll join a collaborative, inclusive environment that values innovation and continuous improvement. We take pride in creating meaningful, student-focused experiences and building strong connections with students, employers, and the university community.

Under the direction of the Manager, Co-op, Careers, and Work Integrated Learning unit, the incumbent is responsible for records and data management to support administrative tasks and efficiencies, logistics and coordination of events and front-line support to career services team. The incumbent will support the team by maintaining information in databases, identifying changes to student and employer records and correcting as required, reconciling data errors, troubleshooting technical issues, and verifying that information is kept according to policies and procedures. The incumbent will be the first point of contact in the office, will support student work-integrated learning activities and will provide detailed information to students regarding the program, policies and procedures.

Your responsibilities will include:

• Supporting student work-integrated learning activities by liaising with various stakeholders, to promote and foster collaboration.
• Maintaining accurate and up to date student and employer records in databases.
• Identifying and analyzing data discrepancies and taking necessary actions to correct errors.
• Serve as the first point of contact for the career’s office, providing accurate, timely and detailed information to students andemployers enquiries; escalating problems as required.
• Preparing and generating routine and ad hoc reports to support program monitoring, decision making and continuous improvement.
• Liaising with technical specialists to resolve end-user issues and escalating complex or unresolved matters as appropriate.
• Creating office operating procedures, routine documents and correspondence.
• Determining logistical details and activities for events and/or programming.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years of related work experience in a post-secondary institution performing data analysis and unit operational support in which databases and/or other supportive technologies are integral to the role.
• Demonstrated experience working with a database including data entry, data import, data manipulation and reporting skills.
• Demonstrated experience providing administrative and front-line support in a busy office environment.
• Experience administering Work Integrated Learning contracts (e.g. preparing contracts, verifying contracts are complete, coordinating signatures and approvals, updating databases).
• Ability to communicate effectively, professionally and empathetically with a diverse university student population, career office stakeholders within the Faculty of Information, the University and our external industry employers and community partners.
• Commitment to working as a team player, fostering an environment of respect, inclusiveness and innovation.
• Excellent problem solving, organizational, and time management skills to cope with multiple projects and events occurring within short and overlapping time periods.
• Ability to demonstrate accuracy in data entry and to maintain a strong attention to detail.
• Strong computer skills including Microsoft Office and ability to source information and data using the Internet, institution website page and social media sites such as LinkedIn.

Assets (Nonessential):

• Previous experience working in experiential learning education in a post-secondary environment.
• Exposure to relationship management databases (e.g. Symplicity).
• Knowledge of using a Student Information System (e.g. ROSI) and/or Course Management System (e.g. Quercus).

To be successful in this role you will be:

• Accountable
• Communicator
• Meticulous
• Procedural
• Self-directed
• Team player

Closing Date: 04/01/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

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 to USW Staff-appointed employees upon request.

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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 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.careers@utoronto.ca.

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