Department & Academic Appointments Coordinator

Date Posted: 03/24/2025
Req ID: 42028
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Biochemistry
Campus: St. George (Downtown Toronto)
Position Number: 00046462

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's 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 Biochemistry is a dynamic community of 70 faculty, 150 graduate students and450 undergraduate students. Our research touches on fundamental questions on basic mechanisms of living systems as well as the discovery of new therapeutics against infection, cancer and neurodegenerative disease. Our departmental mission is to offer undergraduate and graduate education that is second-to-none in the world. We aim to prepare the best minds for careers in academia as well as the private sector.

As Chair's Office and Academic Appointments Coordinator, you will ensure an effective and efficient operation of the Chair's Office and provide high quality administrative support in the areas of academic searches, appointments, reviews and promotions. You will work closely with other administrative leaders in our Department to provide administrative support when needed and be part of our Department leadership meetings. You will provide frontline administrative support and serve as a primary resource for departmental inquiries. You will draft and edit correspondence and support various projects, conferences and initiatives. Your stellar communication and organizational skills combined with your high degree of professionalism and confidentiality will be essential to your success in this role.

Your responsibilities will include:

• Providing support for academic searches and appointments including tracking the status of applications, uploading documents to the applicant tracking system, circulating documents, collecting feedback from search committee members and preparing contracts by using templates
• Providing support to the tenure and review process by implementing plans and process improvements for tenure and review activities, collecting feedback from committee members, preparing draft statistical reports and summaries, collecting and filing dossier materials and passing on dossiers for review
• Assisting with administrative tasks related to undergraduate and graduate program support such as: scheduling and assisting with undergraduate/graduate student exams, assisting with hiring Teaching Assistants, collating applications and ensuring documentation is correctly submitted for student summer programs, summarizing program and course evaluations
• Providing committee support, including booking rooms, minute taking and preparing agendas
• Managing the Chair's calendar, arranging travel arrangements and drafting correspondence on behalf of the Chair
• Coordinating event logistics, including booking speakers, arranging catering, and organizing materials

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years' related experience, preferably within an academic institution
• Demonstrated experience supporting senior administrators including managing calendars, scheduling multiple meetings, coordinating travel arrangements and booking accommodations
• Demonstrated experience supporting programs by coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors
• Experience coordinating examination schedules, organizing and summarizing course evaluations, and checking completeness of applications for student programs
• Demonstrated experience providing support for academic searches, appointments, promotions and reviews
• Experience supporting committees by minute taking, preparing agendas, collecting feedback and preparing reports, and coordinating logistical details
• Experience providing coordination and support for conferences and events
• Strong interpersonal and communication skills; both oral and written
• Excellent customer service skills; able to work effectively with faculty, staff, students and other key stakeholders
• Advanced technical proficiency and expertise with Microsoft Office Suite, SharePoint, applicant tracking systems, survey tools, and virtual conference platforms
• Superior organizational and time management skills, with an ability to prioritize, multi-task and meet strict deadlines
• Effective problem solving, tact, discretion and good judgement in dealing with confidential information
• Strong ability to interpret and explain policies and guidelines and develop processes and procedures

Assets (Nonessential):

• Experience working with SuccessFactors
• Experience working with ROSI

To be successful in this role you will be:

• Communicator
• Courteous
• Intuitive
• Meticulous
• Organized

Closing Date: 04/01/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $70,844. with an annual step progression to a maximum of $90,595. 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.