Job Academic Appointments Administrator in Toronto

Academic Appointments Administrator

Job description

Date Posted: 09/23/2022
Req ID: 27489
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Family & Community Medicine
Campus: St. George (Downtown Toronto)
Position Number: 00035605


About us:
Home to over 40 departments and institutes, the University of Toronto's Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity:
The Department of Family and Community Medicine (DFCM) is recognized internationally for its clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.
As the Academic Appointments Administrator, you will play an integral role serving as the primary resource for all clinical and (non-MD) faculty appointments. You will coordinate the academic appointments process and exemplify professional and customer service excellence by responding to multiple inquiries and providing accurate information and advice. Your superior organization and customer service skills combined with your meticulous attention to detail will contribute to the ongoing appointment process in the Department of Family and Community Medicine.

Your responsibilities will include:

  • Administering the academic appointments, reappointments and renewals process and ensuring the completeness of documents
  • Providing information and guidance to leadership, program and hospital site assistants on the university’s faculty appointments, renewal processes and any appointment related inquiries
  • Writing routing documents and correspondence
  • Providing support to committee’s including coordinating meeting schedules, developing agendas, booking rooms and taking minutes
  • Providing formal job-related training
  • Processing payroll and maintaining information onHRIS
  • Maintaining databases and generating reports
  • Fostering cooperative working relationships with a wide variety of internal and external contacts

Essential Qualifications:

  • Bachelor’s degree in Business Administration or related field, or acceptable combination of equivalent experience
  • Minimum three (3) years of related administrative experience, preferably in a University and/or hospital environment
  • Demonstrated experience interpreting and processing academic appointments
  • Experience writing and editing communication materials and preparing status reports
  • Demonstrated experience managing databases and generating reports
  • Experience providing support to committees (i.e. taking and transcribing meeting minutes, developing agendas, making logistical arrangements)
  • Experience interpreting and applying policies and procedures
  • Experience providing training
  • Advanced proficiency inMS Office Suite, survey tools and content management systems
  • Exceptional interpersonal and communication skills, both verbal and written
  • Strong customer service skills with an ability to work both independently and effectively with faculty members and other key stakeholders
  • Ability to work professionally with confidential information
  • Ability to interpret requirements and develop processes and procedures
  • Strong attention to detail and document management
  • Solid Critical thinking, interpersonal and organizational skills
  • Ability to exercise initiative, tact, discretion, problem‐solving skills and to work under pressure to meet deadlines
  • Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and quality

Assets (Nonessential):

  • Experience with HRIS, Taleo, Laserfiche and FOCUS
  • Knowledge of clinical (MD) faculty appointments
  • Knowledge and familiarity with the University of Toronto’s Faculty of Medicine’s and affiliated hospital policies and procedures

To be successful in this role you will be:

  • Communicator
  • Efficient
  • Meticulous
  • Multi-tasker
  • Organized
  • Team player

This is term position up until January 2024.

Closing Date:
10/14/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 - $63,720 with an annual step progression to a maximum of $81,485. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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.

Job Academic Appointments Administrator in Toronto

University of Toronto