Administrative Coordinator, Admissions & Fellowships

Date Posted: 06/10/2025
Req ID: 43397
Faculty/Division: Temerty Faculty of Medicine
Department: Postgraduate Medical Education
Campus: St. George (Downtown Toronto)
Position Number: 00053636

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 Office of Postgraduate Medical Education (PGME) offers a collaborative professional learning environment dedicated to supporting learners, faculty and staff. We offer a respectful team-oriented culture and value the dedication and innovation of all staff who contribute to our mission. We believe in ongoing improvement and innovation and promote a strong commitment to work-life balance among our employees.

As Administrative Coordinator, you will provide administrative support to Admisssions and Fellowship leads across Postgraduate Medical Education (PGME). You will provide administrative support by supporting event logistics and meetings, drafting a range of communications, and supporting the creation of reports and other resources. You will also support front-line inquiries regarding admissions, including checking completenessof applications and verifying the eligibility of applicants. You will use your strong organizational and interpersonal skills to provide proactive support and exceptional service to our dynamic team.


Your responsibilities will include:

• Acting as the first point of contact for general inquiries, including responding to routine admissions and awards inquiries
• Checking completeness of applications and verifying the eligibility of applicants
• Fostering cooperative working relationships with a wide variety of internal and external contacts
• Collecting, analyzing, and summarizing data to create reports and provide process recommendations
• Coordinating meeting schedules, agendas, and follow-up items, including taking minutes and scheduling committee meetings
• Determining logistical details and activities for events and/or programming
• Handling sensitive and confidential information

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years of relevant administrative experience working within an academic and/or health care setting supporting academic stakeholders at various levels
• Demonstrated front-line experience with a variety of contacts, including, Faculty and students.
• Demonstrated experience responding to admissions inquiries, including verifying the eligibility of applicants.
• Experience supporting committees and writing professional and accurate minutes
• Experience drafting, editing and preparing correspondence and reports
• Proficiency in gathering, collecting and analyzing data; Experience utilizing data to compile reports and write documentation.
• Strong understanding of the importance in maintaining the utmost confidentiality with respect to handling sensitive information.
• Exceptional interpersonal and communication skills, both verbal and written.
• Strong organizational skills and an ability to multi-task and meet deadlines
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
• Ability to problem solve and deal effectively with multiple priorities while maintaining a high degree of quality and accuracy
• Understanding and ability to work with sensitive and confidential materials
• Strong technical aptitude, including proficiency using Microsoft Office Applications (Word, PowerPoint, Outlook, Excel)

To be successful in this role you will be:

• Approachable
• Communicator
• Organized
• Possess a positive attitude
• Resourceful

This is a term role until May 2027. 

Closing Date: 06/18/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
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: Amanda Krmek

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.