Administrative & Academic Appointments Assistant
University of Toronto
Toronto, ON
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 Anesthesia is a hub of excellence, innovation, and very high in academic productivity. We are the leading department of anesthesia in the country, and amongst the leading departments in the world. We are an assembly of over 640 members; faculty and trainees combined who are dedicated to provide outstanding clinical care for every patient across the city and the province and to constantly improve care through relentless innovation. We are advancing medical education to better support our community of learners, including patients, students, residents, fellows and faculty.

As Administrative & Academic Appointments Assistant, you will provide dedicated administrative support to the Chair and Business Manager and coordinate the clinical (MD) faculty appointments processes and academic life cycle. You will exemplify professional and customer service excellence by responding to and prioritizing a high volume of inquiries, liaising with internal and external stakeholders, coordinating events and working through different types of policies. Your strong desire to learn, coupled with your high calibre communication skills and meticulous attention to detail will be essential to your success in this role.

Your responsibilities will include:
Acting as a first point of contact for general inquiries
Maintaining the Chair's calendar and keeping well-informed of leadership commitments and priorities
Drafting, formatting and editing incoming and outgoing correspondence and reports; maintaining the Chair’s curriculum vitae (CV) and activity report
Providing committee support, including coordinating meetings, booking rooms, preparing agendas, taking minutes and arranging catering
Assisting the Business Manager with general administrative duties, special events, and projects
Coordinating processes for academic appointments, reappointment/renewal, and promotions and ensuring completeness of documents and adherence with documented policies and guidelines of the Faculty of Medicine, the University of Toronto, the College of Physicians and Surgeons of Ontario, the Royal College of Physicians and Surgeons of Canada, and Employment and Immigration Canada
Collecting documentation required to carry out the tenure and review processes from senior leadership
Supporting the academic search process by tracking the status of applications, coordinating interview schedules and implementing plans and process improvements for academic search activities

Essential Qualifications:
Advanced College Diploma (3 years) with commercial or business school training or acceptable combination of equivalent experience
Minimum three years' related experience in a senior administrative role, preferably in a university or hospital environment
Demonstrated experience serving as the main point of contact, managing calendars on behalf of senior stakeholders, coordinating travel arrangements, providing committee support, independently preparing correspondence and reports and coordinating events
Experience applying and providing detailed information on policy and practices
Experience managing and manipulating large data sets for presentation
Comprehensive knowledge of organizational office practices, procedures and standards
High level of proficiency with MS Office, Adobe Acrobat, Laserfiche, web-based surveys (Survey Monkey)
Excellent communication (oral, written, editing) and interpersonal skills
Effective problem-solving; tact, sensitivity, discretion and good judgement in dealing with confidential information
Strong organizational and time management skills
Demonstrated initiative, accuracy and attention to detail
Ability to multi-task and work efficiently under pressure and meet deadlines in a fast-paced environment
Demonstrated ability to work independently and collaboratively within a team environment
Familiarity with University and Hospital environments

Assets (Nonessential):
Experience administering and coordinating clinical and non-clinical academic appointments
Proficiency with the University’s Portal, POWER registration and evaluation systems, Doctor’s Information System (DIS)
Knowledge of medical terminology

To be successful in this role you will be:
Possess a positive attitude
Team player

Travel: None

Employee Group: United Steelworkers (USW)

Appointment Type: Budget - Continuing

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 10 - $61,846 with an annual step progression to a maximum of $79,088. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field: Administration

Job Posting: Nov 14, 2019

Job Closing: Nov 28, 2019, 10:59:00 PM