Graduate Program & Awards Coordinator, PhD

Date Posted: 02/11/2025
Req ID: 41626
Faculty/Division: Temerty Faculty of Medicine
Department: Institute of Medical Science
Campus: St. George (Downtown Toronto)
Position Number: 00057659

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 Temerty 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 the Graduate Program & Awards Coordinator, PhD you will be instrumental in supporting our students through day-to-day administrative functions including improving educational programming and events and being the first point of contact regarding departmental and PhD exam guidelines and policy. Working closely with the IMS Graduate Coordinators and the Chair of IMS Awards committee, you will coordinate the distribution of student awards, monitor student progress and ensure processes and procedures are followed in accordance with our Institute and the School of Graduate Studies. Relying on your ability to build excellent rapport with students and stakeholders, solid organizational skills and strong initiative, you will handle various demands from students and faculty to foster a purposeful and positive studentexperience and sustained program growth.

Your responsibilities will include:

• Acting as the first point of contact, responding to inquiries related to eligibility requirements, procedures, deadlines, and student groups
• Coordinating examination timetables, examination materials, dossiers and evaluation materials for review
• Providing support to students on financial award matters and eligibility and possible outcomes and tracking and monitoring distribution of awards
• Implementing plans and process improvements for program and service activities
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Liaising with internal and external contacts to coordinate execution of seminars and workshops, determining logistical details for events and programming
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Processing expense reimbursements

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum two years of related administrative experience, preferably in a University or post secondary environment
• Demonstrated student services experience, and experience working and collaborating with faculty
• Experience supporting events, seminars and workshops; coordinating logistics and liaising with related internal and external stakeholders
• Demonstrated experience coordinating academic programs, examinations, schedules and timetables, and verifying and monitoring student records
• Experience supporting awards administration including: answering awards related inquiries, screening applications for eligibility, tracking and monitoring the distribution of awards, and reporting regarding awards information
• Experience processing honoraria, and expense reimbursements
• Advanced proficiency with Microsoft Office Suite, Microsoft Forms, student information systems (ROSI/ACORN), and content management systems (Drupal)
• Excellent time management, prioritization, and organizational skills, with the ability to be an effective team player
• Excellent attention to detailand accuracy is essential
• Professional demeanor with a strong customer service orientation and effective interpersonal skill and communication (verbal and written)
• Proven ability to work independently and effectively to manage high volumes and various competing demands

To be successful in this role you will be:

• Adaptable
• Communicator
• Motivated self-learner
• Organized
• Resourceful
• Team player

Closing Date: 02/26/2025, 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.