Undergraduate Education Administrative Assistant
- Employer
- University of Toronto
- Location
- Toronto, ON
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Home to over 40 departments and institutes, the University of Toronto's 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 rehabilitation sciences sectors.
Your opportunity:
As one of the largest Departments of Psychiatry in the world, we serve as a catalyst for progress, mobilizing partners and resources to improve the outcome of those living with mental illness. We strive to provide the best care to today’s patients and to transform the understanding and treatment of mental illness and addiction for the patients of tomorrow.
As the Undergraduate Education Administrative Assistant you will provide administrative and operational support the undergraduate program in the department of Psychiatry. Your exceptional organizational skills and attention to detail will enable you to successfully navigate a fast-paced work environment with multiple time-sensitive deadlines and changing demands. Your clear and effective communications skills are critical to both individual and program success.
Your responsibilities will include:
- Responding to enquiries within the defined scope of the role and redirecting as appropriate.
- Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines to ensure compliance.
- Preparing and disseminating examination timetables and collecting and submitting grades.
- Organizing, summarizing and circulating program and/or course evaluations and material.
- Maintaining information on digital platforms, i.e. MedSIS and Quercus.
- Editing content for brochures, newsletters, websites and/or handbooks.
- Coordinating meeting schedules, agendas, materials, action and follow-up items, and taking and distributing meeting minutes.
- Determining logistical details and activities for events and/or programming, including securing venues, scheduling exams (oral and written), coordinating hospital preceptors, compiling evaluations, etc.
CampusEssential Qualifications:
- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum two years of administrative experience required, preferably in an academic environment.
- Knowledge and understanding of the Faculty of Medicine an asset.
- Experience with maintaining databases, data entry, and web-based survey methodologies.
- Experience with event coordination.
- Experience with committee supporting, including minute-taking.
- Experience working effectively in fast pace team environments and providing front-line program support.
- Proficiency in MS Office, including Access, Excel, Word, and PowerPoint, BlackBoard, web-based surveys and databases (e.g. POWER).
- Experience in maintaining information on digital platforms, in particular MedSIS, Quercus.
- Excellent management and organizational skills; excellent interpersonal and communication skills, oral and written; initiative.
- Excellent computer skills to be able to produce reports incorporating tables and graphs, utilizing databases.
- Ability to effectively communicate complicated regulatory requirements.
- Strong organizational and planning skills with proven ability to multi-task, set priorities, meet deadlines and facilitate others to do so.
- Flexibility in adjusting to changing circumstances and in managing concurrent projects and tasks.
- Proven ability to problem-solve and take action.
- Ability to cope with pressures and deadlines and adapt to evolving processes and procedures.
- Ability to work professionally with highly confidential information is necessary.
To be successful in this role you will be:
- Communicator
- Multi-tasker
- Organized
- Responsible
Department: Psychiatry
Campus: St. George (downtown Toronto)
Schedule: Full-time
Job Field: Student Academic Experience
Job Posting: Sep 17, 2019
Job Closing: Oct 1, 2019, 10:59:00 PM
Organization
Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.
U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.
U of T is one of Canada’s Top 100 Employers.
U of T is one of Canada's Best Diversity Employers.
Are you looking for a challenging, meaningful career in a supportive and diverse environment?
Work where the world comes to think.
Work where the world comes to discover.
Work where the world comes to learn.
Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.
We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.
Employees have access to:
- Excellent health and dental benefits;
- On-site support for training and career development;
- Flexible work arrangements;
- Childcare subsidy;
- Tuition waivers;
- Scholarships and/or tuition waivers for dependants;
- Generous paid time off;
- Support on equity and diversity issues;
- On-site child care;
- University Pension Plan;
- Subsidized athletic facility membership;
- World-renowned libraries;
- Confidential counselling services;
- Parking and TTC Metropasses;
- Employee and Family Assistance Plan;
- Continued health benefits for pensioners.
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