JOB DESCRIPTION
JOB TITLE: Projects Assistant
Department: Projects & Development
Report To: Projects Manager
Direct Reports: NA
Contract Term: AUGUST 4, 2026 - APRIL 4, 2027
1. JOB STATEMENT:
The York University Student Centre is looking for an assistant to be responsible for handling administrative tasks in the Project and Development Department. The position’s main duties are to assist the manager in documenting, organizing and following up on ongoing projects. The ideal candidate will be highly organized and able to assist in multiple projects at once.
2. ESSENTIAL FUNCTIONS:
A. Operations
- Support the Manager with various project-related tasks.
- Follow up with vendors and external stakeholders as needed.
- Attend project and construction sites as required.
- Participate in strategy meetings with the Manager to assess client needs and develop project improvements.
- Identify problems and contribute effective, solutions-oriented feedback.
- Assist in the planning, development, and implementation of projects.
- Monitor project progress and help maintain schedules.
- Complete tasks as assigned by the Manager in a timely and efficient manner.
- Maintain familiarity with the scope of each project to provide effective support.
B. Financial & Administration
- Assist with preparing cost estimates and sourcing quotes/prices.
- Draft reports, proposals, and meeting summaries.
- Record and organize meeting notes and project documentation.
- Coordinate meetings and maintain appointment schedules.
- Create and manage digital and physical filing systems.
- Enter and manage data in spreadsheets, databases, and project management tools.
- Use office software such as QuickBooks Online, Microsoft Office Suite, and Google Workspace.
C. Human Resources
- Uphold anti-oppression principles and contribute to a respectful, inclusive workplace culture.
- Conduct research and gather relevant information to support departmental goals.
3. RELATIONSHIPS:
The Projects Assistant reports directly to the Projects and Development Manager. The role also involves interaction with YUSC staff and York Federation of Students (YFS) staff and executives. As part of the broader YUSC team, the Assistant is expected to collaborate respectfully and professionally across departments.
4. WORKING CONDITIONS AND PHYSICAL ENVIRONMENT:
- This is a part-time position based primarily in an office setting, Monday to Friday.
- Tasks involve extended use of computers and standard office equipment.
- Work may include light physical activity, such as lifting office supplies or visiting project sites.
- The role requires attention to detail, especially during reporting periods or tight deadlines.
- Extended hours may occasionally be required.
- Workstations should be ergonomically maintained to ensure comfort and safety.
5. POLICIES & EXPECTATIONS
- · Adhere to all organizational policies, including those related to health and safety, confidentiality, attendance, and professional conduct.
- · Maintain ethical administrative and financial practices.
- · Participate in mandatory training and professional development sessions.
6. LEARNING OUTCOMES
- Apply academic and practical knowledge in a real-world project and operations setting.
- Gain valuable insights into construction, renovations, and project planning.
- Enhance organizational, communication, and reporting skills.
- Build professional experience to support future employment and career development.
7. JOB SPECIFICATIONS:
- High school diploma or post-secondary education in a related field preferred
- Prior experience in administrative or office assistant roles.
- Demonstrated adaptability and problem-solving abilities.
- Willingness to learn about construction, renovation, and project management.
- Strong attention to detail and organizational skills.
- Proficiency in written communication.
- High level of integrity and reliability; committed to team success.
- Intermediate computer skills, including Microsoft Office (Excel, Word) and Google Suite.
- Ability to work independently and as part of a team.
- Maintains confidentiality and handles sensitive information appropriately.
- Excellent time management and multitasking abilities.
Pay: $17.60 per hour
Application question(s):
- Are you currently enrolled as a student at York University? If Yes, what program are you currently enrolled in? What year of study will you be entering in Fall 2026?
Experience:
- Administrative: 1 year (required)
- Project management: 1 year (required)
- Microsoft Office: 1 year (required)
Work Location: In person
