Assistant to Chair and Academic Appointments Coordinator

Job description

Assistant to Chair and Academic Appointments Coordinator

Date Posted: 09/09/2020
Req ID: 470
Faculty/Division: Faculty of Medicine
Department: Dept of Biochemistry
Campus: St. George (Downtown Toronto)


About us:

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 the rehabilitation sciences sectors.

Your opportunity:

The Department of Biochemistry is a dynamic community of 70 faculty, 150 graduate students and 450 undergraduate students. Our research touches on fundamental questions on basic mechanisms of living systems as well as the discovery of new therapeutics against infection, cancer and neurodegenerative disease. Our departmental mission is to offer undergraduate and graduate education that is second-to-none in the world. We aim to prepare the best minds for careers in academia as well as the private sector.

AsAssistant to the Chair & Academic Appointments Coordinator, you will ensure an effective and efficient operation of the Chair's Office and provide high quality administrative support in the areas of academic searches, appointments, reviews and promotions. You will serve as a primary resource for departmental inquiries, draft and edit correspondence and support various projects, conferences and initiatives. Your stellar communication and organizational skills combined with your high degree of professionalism and confidentiality will be essential to your success in this role.

Your responsibilities will include:
  • Acting as the first point of contact for general enquiries and responding to enquiries within the defined scope of the role
  • Providing support for academic searches and appointments including tracking the status of applications, uploading documents to the applicant tracking system, circulating documents, collecting feedback from search committee members and preparing contracts using templates
  • Providing support to the tenure and review process by implementing plans and process improvements for tenure and review activities, collecting feedback from committee members, preparing draft statistical reports and summaries, collecting and filing dossier materials and passing on dossiersfor review
  • Providing committee support, including booking rooms, minute taking and preparing agendas
  • Providing administrative support for the department’s PTR and other annual faculty processesfor appointed and status-only faculty
  • Managing the Chair’s calendar, arranging travel arrangements and drafting correspondence on behalf of the Chair
  • Generating reports and formatting data forpresentation
  • Coordinating event logistics, including booking speakers, arranging catering and organizing materials
+Essential Qualifications:
  • Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
  • Minimum three (3) years’ related experience, preferably withinan academic institution
  • Demonstrated experience supporting senior administrators including managing calendars, scheduling multiple meetings, coordinating travel arrangements and booking accommodations
  • Demonstrated experience providing support for academic searches, appointments, promotions and reviews
  • Experience writing and editing correspondence materials and preparing status reports
  • Experience providing support to committees (i.e. taking andtranscribing meeting minutes, preparing agendas, making logistical arrangements)
  • Experience providing support to conference and events
  • Advanced technical proficiency and expertise in Microsoft Office Suite (Word, Excel,Access)
  • Strong interpersonal and communication skills, both oral andwritten
  • 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

Assets (Nonessential):
  • Experience working with applicant tracking systems and Laserfiche

To be successful in this role you will be:
  • Approachable
  • Articulate
  • Efficient
  • Multi-tasker
  • Organized
  • Team player

Closing Date: 09/23/2020, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $61,846 with an annual step progression to a maximum of $79,088. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Basil Haseeb

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Biochemistry, Neurology, Rehabilitation, Equity, Administrative Assistant, Science, Healthcare, Finance, Administrative




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Job No:
Posted: 9/10/2020
Application Due: 9/24/2020
Work Type: