Administrative and Graduate Program Assistant

Date Posted: 11/29/2024
Req ID: 40891
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Pharmacology and Toxicology
Campus: St. George (Downtown Toronto)
Position Number: 00052458

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 Department of Pharmacology & Toxicology is among the oldest in North America. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.

As Administrative and Graduate Program Assistant, you will play an instrumental role in supporting the day-to-day administrative and financial functions in the Department of Pharmacology & Toxicology. Your administrative and financial responsibilities will include processing various financial transactions, answering enquiries regarding admissions and financial awards, generating reports, newsletters and brochures. Your demonstrated commitment to quality customer service, solid organizational and interpersonal skills will be key to ensuring the effective operation of the department.

Your responsibilities will include:

• Providing academic administrative support by keeping well-informed and relaying information about faculty requirements, structure, policy and procedure and learning requirements
• Address admissions and awards enquiries, escalate complex enquiries as necessary, monitoring student degree progress
• Formatting and collecting data for reporting on funding accounts for grants and contracts
• Assisting with financial processing including: cost estimates, cost recovery, purchase orders, and accounts payable
• Editing content for brochures, newsletters, websites and/or handbooks
• Coordinating course schedules and providing course materials as needed

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of related administrative and financial experience, preferably in a University, teaching hospital, or comparable environment
• Experience providing student services and course support to an academic program; determining logistical details and documentation required for admissions processes, verifying course enrollment information and submitting grades
• Demonstrated experience with creating and updating records, generating reports, and maintaining databases and filing systems
• Experience with maintaining filing systems and information on digital platforms, verifying the accuracy of content
• Demonstrated experience with processing financial transactions: processing cost recoveries, expense reimbursements, invoices, purchase orders and accounts payable
• Experience with coordinating funding application processes, reconciling funding accounts for grants and contracts and collaborating on budget
• Strong written and verbal communication skills with experienceediting content brochures, newsletters, websites and/or handbooks
• Advanced working knowledge of a wide variety of software, including MS Office, MS Excel, MS Word, AMS, ACORN/ROSI, Quercus, SGS online application system
• Excellent time management, prioritization, and organizational skills, with the ability to be an effective team player
• Excellent interpersonal and communication skills (verbal and written) with a strong customer focus
• Strong initiative, proactive and highly resourceful
• Demonstrated ability to learn quickly and independently
• Ability to identify problems and recommend appropriate solutions
• Proven ability to work independently and effectively manage high volumes and varied duties with competing deadlines
• Attention to detail and accuracy is essential
• Sensitivity to diversity and excellent judgment on confidential issues

Assets (Nonessential):

• Knowledge of Slate, eMarks,Sharepoint, web management (Drupal) and Mailchimp

To be successful in this role you will be:

• Accountable
• Communicator
• Organized
• Problem solver
• Resourceful
• Team player

Closing Date: 12/11/2024, 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: Andrea Varicak

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.