Administrative Coordinator

Date Posted: 04/25/2025
Req ID: 42680
Faculty/Division: Temerty Faculty of Medicine
Department: Office of the Associate Dean, MD Program
Campus: St. George (Downtown Toronto)
Position Number: 00043287

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 MD Program trains the next generation of doctors by delivering a comprehensive learning experience to our students. We have been at the forefront of medical education innovation and scholarship, as well as life-changing health research and innovation, since we were established in 1843. Thanks to the contributions made by our faculty and staff, we are consistently recognized as the top medical school in Canada, and among the best in the world.

As Administrative Coordinator, you will support senior leaders within the unit by acting as the first point of contact for learners, education leaders, staff and other stakeholders. You will provide administrative support by managing calendars, organizing and supporting events and meetings, drafting a range of communications, and supporting the creation of reports and other resources. You will draw upon your superior organizational, interpersonal and anticipatory skills to proactively support our unit and ensure the effective and efficient operation of the Curriculum Office within the MD Program.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Coordinating meeting schedules, agendas, materials, action and follow-up items, including resolving scheduling conflicts, taking minutes and scheduling committee meetings
• Disseminating program and/or service information, providing detailed information on processes
• Determining logistical details for events
• Writing routine documents, editing content for style and tone along with editing content for brochures, newsletters, websites; proofreading and fact checking content
• Collating and organizing data for various reports and maintaining information on digital platforms

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
• Demonstrated front-line customer service experience, including experience serving as first point of contact, screening incoming inquiries and scheduling appointments
• Experience coordinating projects/initiatives and managing priorities
• Experience supporting executive committees and writing professional and accurate minutes
• Experience independently drafting correspondence and communications
• Experience updating and maintaining website content using content management systems
• Experience coordinating events (in person and/or virtual) including arranging catering and handling expenses
• Experience managing data and generating reports
• Experience maintaining and updating administrative processes
• Proficiency using Microsoft Office Applications (Word, PowerPoint, Outlook, Excel), Adobe Acrobat, survey software, as well as the ability to adapt to and learn new technologies
• Demonstrated ability to work with a fluctuating workload and to provide backup to a wide variety of positions within the unit
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
• Exceptional interpersonal and communication skills, both verbal and written
• Ability to problem solve and deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of quality and accuracy

To be successful in this role you will be:

• Approachable
• Efficient
• Organized
• Problem solver
• Team player

Closing Date: 05/06/2025, 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: 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.