Administrative Assistant

Date Posted: 11/19/2024

Req ID: 40746

Faculty/Division: Temerty Faculty of Medicine

Department: Medicine: Office of the Dean

Campus: St. George (Downtown Toronto)

Position Number: 00057370

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto’s Temerty 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 Temerty Faculty of Medicine (TFOM) trains the next generation of Canadas leading physicians, scientists and rehabilitation specialists, as one of the world’s top research-intensive medical faculties. More than 900 dedicated staff – on the St. George campus and beyond – support this work under the leadership of the Dean of Medicine across educational units, academic departments, research laboratories and corporate offices.

As Administrative Assistant, you will act as a trusted liaison between the Office of Inclusion & Diversity (OID), the Office of Indigenous Health (OIH) and the Office of Access and Outreach (OAO) in support of the advancement of the Associate Dean, Inclusion and Diversity’s priorities. You will draft and edit correspondence, support various events and projects, and serve as a first point of contact for learners, faculty and staff to engage with OID, OIH and OAO on EDI related matters. Your excellent communication skills combined with your high degree of professionalism and independence will be essential to your success in this role.

Your responsibilities will include:

• Acting as a first point of contact, screening and triaging inquiries, resolving issues and escalating problems as required
• Maintaining calendars, scheduling appointments, coordinating travel arrangements and resolving scheduling conflicts
• Drafting, editing and formatting correspondence and presentations
• Coordinating meetings, including taking minutes, preparing agendas and following up on action items and determining logistical details and activities for events
• Preparing expense reimbursements and verifying accuracy of invoices

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years of related administrative experience, preferably within a University and/or hospital environment
• Demonstrated experience supporting senior administrators including managing calendars, scheduling meetings and coordinating travel arrangements
• Experience acting as a first point of contact, triaging inquiries and responding to and handling administrative matters of a confidential and sensitive nature; including a strong understanding of culturally sensitive communication
• Experience providing support to committees and coordinating event logistics
• Experience drafting and editing correspondence and documents and maintaining websites
• Advanced proficiency with MS Office Suite, virtual meeting platforms, survey tools, databases and presentation software, and the ability to troubleshoot
• Professional demeanour with a strong customer service orientation and effective interpersonal skills
• Strong verbal and written communication skills, superior attention to detail and the ability to concisely summarize information
• Excellent organizational and time management skills, with an ability to work under pressure and balance competing priorities
• Demonstrated ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively and be an effective team member
• Proven effectiveness in relating to all levels of faculty, staff, studentsand individuals external to the University
• Ability to maintain strict confidentiality

Assets (Nonessential):

• Knowledge of the Temerty Faculty of Medicine and its community partners, including application of its policies and procedures

To be successful in this role you will be:

• Approachable
• Communicator
• Organized
• Proactive
• Team player

Closing Date: 12/03/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Sharon Hung

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.

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