Executive & Academic Appointments Assistant

Date Posted:03/17/2023
Req ID: 30331
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Physiology
Campus: St. George (Downtown Toronto)
Position Number: 00053098

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 Physiology is one of the largest basic science departments in the Faculty of Medicine and one of the largest physiology departments in North America. It is a highly interdisciplinary department with many local and global partnerships, allowing excellent opportunities for intensive research training and teaching in medical science.

As Executive & Academic Appointments Assistant, you will provide key support to our senior leaders and coordinate the clinical (MD) and status only faculty appointment processes and academic life cycle. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key policies and relevant information from multiple sources will ensure that that we continue to support our strong teachers, educators, quality improvers and researchers.

Your responsibilities will include:

• 
  Acting as a first point of contact for general inquiries
• Maintaining the Chair’s calendar and keeping well-informed of leadership commitments and priorities
• Drafting, formatting and editing routine and non-routine incoming and outgoing correspondence and reports; transcribing letters; maintaining the Chair’s curriculum vitae (CV) and activity report
• Coordinating processes for academic appointments, reappointment/renewal, and promotions
• Collecting documentation required to carry out the tenure and review processes from senior leadership
• Supporting the academic search process by tracking the status of applications, coordinatinginterview schedules and implementing plans and process improvements for academic search activities

Essential Qualifications:

• 
  Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years’ related experience in a senior administrative role, preferably in a university or hospital environment
• Demonstrated experience acting as the main point of contact, managing calendars on behalf of senior stakeholders, providing committee support, independently preparing correspondence and reports and coordinating events
• Knowledge of and experience processing the University’s academic appointments and promotions policies and procedures
• Experience applying and providing detailed information on policy and practices
• Experience working with and supporting senior level committees
• Experience drafting correspondence and communications with minimal revisions
• Advanced proficiency in MS Office Suite and OneDrive, human resources information systems (HRIS) and web conferencing platforms
• Excellent communication (oral, written, editing) and interpersonal skills
• Effective problem-solving; tact, sensitivity, discretion and good judgement in dealing with confidential information
• Strong organizational and time management skills
• Demonstrated initiative, accuracy and attention to detail
• Ability to multi-task and work efficiently under pressure and meet deadlines in a fast-paced environment
• Demonstrated ability to work independently and collaboratively within a team environment

Assets (Nonessential):

• 
  Familiarity with Temerty Faculty of Medicine and affiliated hospital policies and procedures
• Experience working with Laserfiche and FOCUS

To be successful in this role you will be:

• 
  Communicator
• Meticulous
• Organized
• Procedural
• Tactful

Closing Date: 04/07/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 - $63,720 with an annual step progression to a maximum of $81,485. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dinuka Perera

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.