Administrative and Events Coordinator

Date Posted: 05/06/2025
Req ID: 42817
Faculty/Division: Temerty Faculty of Medicine
Department: Office of the CAO
Campus: St. George (Downtown Toronto)
Position Number: 00057947

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 at the University of Toronto is at the centre of one of North America’s largest biomedical research, education and clinical care networks. With nine fully affiliated research-intensive hospitals — and dozens of community and clinical care sites — Temerty Medicine offers unparalleled opportunities in Canada’s most dynamic city for our more than 9,000 faculty and staff and 7,000 learners at all levels.

Annually, Temerty Medicine contributes almost one-third of the family physicians who train and enter practice in Ontario, and over half of the specialist physicians. We also train hundreds of rehabilitation health professionals, physician assistants and medical radiation technologists, and over 3,000 graduate life-sciences learners — many of whom find work in postsecondary education and industry. Globally, we have over 69,000 alumni.

As Administrative and Events Coordinator, you will work under the leadership of the Manager, Planning & Operations to coordinate the planning and execution of a suite of events for designated departments across Temerty Medicine. You will also be responsible for supporting their day-to-day operations, including education program support, research administration and processing financial and payroll transactions. Your professional and approachable demeanor, keen attention to detail and strong organizational skills will enable you to be successful in this multi-faceted role.

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
• Preparing and processingjournal entries, purchase orders, recording deposits on a regular basis and processing accounts receivable
• Verifying that HRIS transactions are processed according to applicable policies, procedures, collective agreements, and applicable legislated requirements
• Editing content for grant applications, brochures, newsletters, websites and handbooks

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years of of relevant experience in event coordination, including registration and post-event evaluation, within a University, teaching hospital or comparable environment
• Demonstrated front-line customer service experience, including experience serving as first point of contact, screening incoming inquiries and scheduling appointments
• Demonstrated experience processing financial and payroll transactions, including interpreting and applying financial guidelines and procedures
• Experience independently drafting and editing correspondence and grant applications, and formatting data for presentations and reports
• Experience scheduling appointments, coordinating course schedules and travel arrangements and supporting committees
• High level of proficiency with MS365, financial management systems (FIS) and payroll systems (HRIS), virtual conference platforms 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
• High degree of accuracy and attention to detail with demonstrated ability to prioritize and complete many competing demands
• 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

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:

• Adaptable
• Communicator
• Diligent
• Multi-tasker
• Team player

Closing Date: 05/14/2025, 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: Dinuka Perera

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.