Administrative Assistant and Fellowship Coordinator

Job description

DepartmentUnder the direction of the Business Officer, the position provides administrative support for academic appointments and promotions, and research and educational activities. Responsibilities include: providing support to committees, including preparing agendas, taking and transcribing minutes; coordinating logistics; providing technical support to educational activities, including uploading materials to the website; updating databases; generating reports; coordinating the clinical fellowships, academic appointments and promotions processes; administering annual appointment renewals; and preparing appointment and renewal letters.


Three-year Community College Diploma or acceptable equivalent combination of education and experience.

Minimum three (3) years of related experience, preferably in a University, a teaching hospital, or comparable environment. Experience with program coordination and student services support, including interpretation and application of policies and procedures; familiarity interpreting and processing the University’s academic appointments and promotions policies and procedures, and informing senior stakeholders accordingly. Experience supporting committees and independently drafting communications materials, managing databases and maintaining websites. Knowledge of the University of Toronto, Faculty of Medicine, and affiliated Hospital policies and procedures is an asset, along with experience interacting with the College of Physicians and Surgeons of Ontario (CPSO).

Computer literacy including proficiency with MS Office Suite, Adobe Acrobat and Photoshop. Experience using content management systems and document management software (CMS, Joomla, Drupal, Dreamweaver). Experience with e-learning systems software is an asset. Experience with the University’s Administrative Management Systems (AMS), including Laserfiche, FOCUS, Taleo and POWER. Experience with e-learning systems and software considered an asset.

Excellent communication (oral and written), interpersonal, organizational, and decision-making skills; proven strong attention to detail and accuracy; tact, discretion and strong customer service orientation is essential; demonstrated ability to work effectively with a wide range of individuals and constituencies, including external governing bodies and institutions; excellent judgment on issues of confidentiality; high degree of initiative; ability to work as part of team and independently.

Department: Ophthalmology
Campus: St. George (downtown Toronto)
Schedule: Full-time
Job Field: Administration
Job Posting: Apr 18, 2019
Job Closing: May 2, 2019, 10:59:00 PM




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Job No:
Posted: 4/20/2019
Application Due: 5/3/2019
Work Type: