Administrative & Events Coordinator

Date Posted: 05/09/2024
Req ID: 37284
Faculty/Division: Temerty Faculty of Medicine
Department: MED: Ofc of the Dean
Campus: St. George (Downtown Toronto)
Position Number: 00056134

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 & Events Coordinator, you will work under the leadership of the Executive Assistant to coordinate the day-to-day operational needs ofthe CAO’s office and to support the planning and execution of a suite of events aimed at recognizing and celebrating our staff across Temerty Medicine. Your professional and approachable demeanor, keen attention to detail and strong organizational skills will enable you to cultivate an inclusive and welcoming environment, provide proactive support and coordinate the seamless delivery of exceptional events on behalf of the CAO’s office.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries and redirecting as appropriate
• Determining logistical details and activities for events, including coordinating schedules, liaising with internal and external service providers, and drafting communications
• Maintaining a calendar of TFOM events
• Coordinating meeting schedules, booking rooms, and arranging appropriate accommodations
• Supporting senior level committees, including agendapreparation, minute taking and following up on actionable items
• Creating and editing documents, and maintaining TFOM website content

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of progressive administrative experience, preferably in a University or hospital environment.
• Demonstrated experience acting as a first point of contact, triaging a high volume of inquiries, managing schedules and calendars
• Demonstrated event coordination experience (in-person, hybrid), supporting logistics, scheduling, drafting internal and external communications, and liaising with service providers
• Experience supporting senior committees, including demonstrated proficiency in taking complex minutes independently, with little editing required
• Experience drafting and editing correspondence and documents and maintaining websites
• Experience supporting department operations, including purchasing and coordinating work with Facilities and Services
• Experience dealing with sensitive and confidential matters is essential
• High level of proficiency with MS Office, virtual conference platforms, databases and presentation software, and the ability to troubleshoot audio/visual technologies
• Professional demeanour with a strong customer service orientation and effective interpersonal skills
• Must have strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information
• Must be an effective problem solver and have exceptional 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, students and 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:

• Courteous
• Multi-tasker
• Proactive
• Resourceful
• Tactful

Closing Date: 05/24/2024, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Amanda Di Fonzo

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.