Departmental Assistant

Date Posted: 01/17/2025
Req ID: 41350
Faculty/Division: Temerty Faculty of Medicine
Department: Dept of Obstetrics & Gynaecology
Campus: St. George (Downtown Toronto)
Position Number: 00045158

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:

Founded in 1843, the Department of Obstetrics and Gynaecology at the University of Toronto is globally recognized for its role as an influential leader in all dimensions of women’s health. Our faculty members generate practice-changing research, improve national standards of care, advance public policy, and prepare the next generations of physician-leaders in the field. With this position, you would be joining a dynamic administrative team who directly facilitate and support the advancement of research, education, and knowledge translation in obstetrics and gynaecology, from a local to a global perspective.

As the Departmental Assistant within the Department of Obstetrics and Gynaecology, you will play an essential role in supporting the operational functions of the department. You will provide a full range of administrative support to departmental staff while also serving as the first point of contact for all enquiries. You will also provide direct administrative support to our undergraduate program. Your demonstrated commitment to quality customer service, resourcefulness and solid organizational and problem solving abilities will be key to ensuring the effective operation of the Department of Obstetrics and Gynaecology.

Your responsibilities will include:

• Serving in a front line capacity and responding to program enquiries via email, phone, and in person, redirecting to others as appropriate
• Providing support to departmental committees, including taking and distributing minutes, booking rooms and organizing schedules and agendas
• Supporting with the execution of events by coordinating materials and determining logistical details and activities
• Liaising with internal and external contacts to ensure consistent administration procedures are followed
• Writing routine documents and correspondence in support of the Chair and the Business Manager
• Making minor purchases, collaborating on cost estimates and collecting and submitting financial documents fro review and processing
• Performing routine data entry and scanning, filing and copying documents

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience
• Minimum of two (2) years related administrative experience preferably in a university or hospital setting
• Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders
• Experience with collecting and submitting expense reimbursement claims and collecting all supporting financial documentation required
• Experience supporting committees (i.e. taking and distributing minutes, developing agendas, coordinating schedules and logistical details)
• Experience coordinating event logistics and planning
• Aptitude for prioritizing tasks with a meticulous attention to detail
• High proficiency with Microsoft Office suite (Excel, Word, PowerPoint and Outlook)
• Exceptional oral and written communication skills
• Solid team player with excellent customer service, interpersonal and problem solving skills

To be successful in this role you will be:

• Communicator
• Organized
• Possess a positive attitude
• Problem solver
• Resourceful
• Team player

Closing Date: 01/29/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $59,172. with an annual step progression to a maximum of $75,673. 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.