Executive Assistant & Faculty Affairs Administrator

Date Posted: 10/08/2024
Req ID: 40050
Faculty/Division: Temerty Faculty of Medicine
Department: Institute of Medical Science
Campus: St. George (Downtown Toronto)
Position Number: 00049397

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:

With over 600 faculty and 500 students, the Institute of Medical Sciences (IMS) was established to foster education and scholarship in the Clinical Departments of the Faculty of Medicine. We specialize in translational research with a strong emphasis on bench-to-bedside clinical applications, and we are a graduate unit of choice for MDs seeking training as a clinician investigator. Our graduates have been appointed to instrumental positions as academic and health care professionals in universities, government and private industry.

As Executive Assistant and Faculty Affairs Administrator, you will act as a trusted liaison between our senior leadership team and internal and external partners to support the advancement of our Institute’s academic priorities. Your superior organizational and anticipatory skills will enable you to proactively support the Director’s day-to-day needs, coordinate executive committees and provide high quality administrative support in the areas of academic searches and appointments. With discretion, tact and diplomacy, you will facilitate the various demands placed on our resilient leaders and cultivate an inclusive and welcoming environment.

Your responsibilities will include:

• Managing the Director's calendar, scheduling meetings and drafting and proofreading internal and external communications and correspondence on behalf of the Director
• Acting as first point of contact and resource to the department and hospital sites on faculty appointment and re-appointment processes
• Providing support for faculty appointments, including tracking the status of applications, uploading documents to the applicant tracking system, circulating documents, drafting letters of support, collecting feedback from search committee members and preparing contracts using templates
• Providing support to students on financial award matters and eligibility and possible outcomes and tracking and monitoring distribution of awards
• Acting as a the first point of contact for inquiries related to equity, diversity and inclusion, supporting the EDI committee, liaising with EDI offices across the Faculty and hospital research institutes, and coordinating related training and learning opportunities for students, faculty and staff
• Collating and organizing data and preparing draft statistical reports and summaries

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 meetings and coordinating travel arrangements
• Demonstrated experience providing support for academic searches, appointments, promotions and reviews
• Experience supporting awards administration
• Experience writing and editing correspondence and preparing status reports
• Experience providing support to committees
• Advanced proficiency in MS Office Suite, survey tools (Microsoft Forms) and content management systems (Drupal)
• Strong interpersonal and communication skills, both oral and written
• Superior customer service skills; ability to work effectively with faculty members and other key stakeholders
• Ability to interpret policies and guidelines and develop processes and procedures
• Demonstrated ability to work independently and also collaboratively in a team environment
• 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
• Proven commitment to working in a manner that demonstrates support for equity, diversity and inclusivity

Assets (Nonessential):

• Working knowledge of key EDI concepts, issues and trends
• Experience working with HRIS, Laserfiche, FOCUS, Graduate Education Management System (GEMS) and FileMaker

To be successful in this role you will be:

• Approachable
• Articulate
• Efficient
• Multi-tasker
• Organized

Closing Date: 10/17/2024, 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.