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.
The Office of the Vice Dean, Research & Innovation oversees all research undertaken for the Faculty of Medicine and coordinates with its counterparts at the affiliated hospital research institutes for clinical research. This includes: grant proposal development, administering internal funding allocations, collecting and reporting on research productivity metrics, and managing core research facilities.
As the Office Assistant within the Office of the Vice Dean Research and Innovation, you will play an essential role in supporting the operational functions of the department. You will provide a wide array of administrative supports to OVDRI staff while also serving as the first point of contact for all enquiries, ensuring a high level of service to faculty, staff and students. In addition to having a high degree of initiative and creativity, you must be a highly motivated and energetic individual that enjoys working in a dynamic and fast-paced environment.
Your responsibilities will include:
Acting as the first point of contact for general enquiries (i.e. greeting visitors, screening incoming calls and emails) and resolving issues within the scope of the role
Writing routine documents and correspondence
Collating and organizing data for reports
Maintaining information on a website
Maintaining office equipment and supply inventory
Providing support with the coordination of meetings including organizing schedules, developing agendas, taking and distributing minutes and booking rooms
Coordinating logistical details for events and/or programming
Processing financial transactions and purchasing
College Diploma (2 years) or acceptable combination of equivalent experience.
Minimum two (2) years of relevant experience providing front line administrative support, preferably in an academic or hospital setting
Demonstrated experience serving as first point of contact fielding and screening a high volume of inquiries (phone, email, in-person) from a wide variety of stakeholders
Experience processing financial transactions (i.e. accounts receivables, invoices, cheque requisitions)
Experience supporting committees (i.e. taking and distributing minutes, developing agendas, coordinating schedules and logistical details)
Experience independently drafting correspondences
Experience managing databases
Experience updating websites and coordinating events
High proficiency with Microsoft Office (Excel, Word, PowerPoint and Outlook)
Familiarity with Content Management Software (CMS) applications
Experience with SAP Systems
Aptitude for prioritizing tasks with a meticulous attention to detail
Exceptional oral and written communication skills
Solid team player with excellent customer service, interpersonal and problem solving skills
Experience with research funding administration
To be successful in this role you will be:
Possess a positive attitude