Administrative Assistant

Job description

Administrative Assistant

Date Posted: 01/04/2021
Req ID: 1703
Faculty/Division: Dalla Lana School of Public Health
Department: Dalla Lana School of Public Health
Campus: St. George (Downtown Toronto)


About us:

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School went through a dramaticrenaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $40.4 million in research funding per year, the School supports discovery in global health, tobacco impacts on health, occupational disease and disability, air pollution, inner city and Indigenous health, among many other areas.

Your opportunity:

The Clinical Public Health (CPH) division of DLPSH integrates primary care, preventative medicine, and public health activities within the University, associated hospitals and community health centres and various public health agencies. Its mission is to engage in innovative research and education programs and service, all aimed at bringing the best science to the creation of the trans-disciplinary approaches, systems, and professionals needed to optimize individual as well as population health in the sustainable health system of the future. The Nutrition and Dietetics Program offered under CPH is an accredited program of dietetic applied training leading to licensure as a Registered Dietitian, and offers students opportunities to develop expertise in dietetic practice within the health and food systems, from disease prevention to palliation.

As the Administrative Assistant, you will be a collaborative team player providing administrative support to the Clinical Public Health (CPH) division and the Master of Public Health program in Nutrition and Dietetics. As our front-line staff, you will use your exceptional interpersonal skills to interact with a variety of internal and external stakeholders, respond to inquiries, coordinate schedules, determine event logistics, and provide exceptional service with every interaction. Your strong customer service orientation coupled with your high caliber organizational and multi-tasking skills with be essential to your success in this role.

Your responsibilities will include:

  • Acting as the first point of contact, serves as a resource for information about CPH; shares information pertaining to divisional procedures and grant-related deadlines
  • Providing program information and administrative support to admissions and practicum placement processes
  • Coordinating tasks for projects and events (i.e. meeting schedules, agendas, materials, action and follow-up items)
  • Writing routine documents and correspondence (i.e. editing content for grant applications and formatting data collected for presentations and reports)
  • Maintaining databases as well as collating and organizing data for various reports
  • Scheduling, attending, and preparing meeting materials/minutes for meetings
  • Assisting with financial tasks; making minor purchases, collaborating on cost estimates and preparing expense reimbursements

Essential Qualifications:

  • Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
  • Minimum of three (3) years of experience in an administrative support role, preferably in an university environment
  • Experience creating and managing databases and managing data in secure settings
  • Experience taking and transcribing minutes, producing reports, drafting correspondence
  • Experience assisting with events and special projects logistics
  • Proficient use of relevant software applications, including MS Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access), Learning Management Systems (Blackboard, Canvas/Quercus)
  • Knowledge of administrative management systems (MROL, RAISE, RIS).
  • Excellent interpersonal skills and exceptional oral and written communication skills
  • Strong ability to work well with all levels of faculty, staff and students
  • Excellent organizational, analytical and time management skills
  • Demonstrated ability to meet deadlines, problem solve, prioritize and manage competing priorities
  • Effective project coordination skills with excellent prioritization and time management skills
  • Ability to use discretion and sound judgement while dealing with confidential material

To be successful in this role you will be:

  • Communicator
  • Multi-tasker
  • Organized
  • Problem solver
  • Tactful
  • Team player

Closing Date: 01/18/2021, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $58,242 with an annual step progression to a maximum of $74,482. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Aarthiga Sivakumar

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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.

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Job No:
Posted: 1/5/2021
Application Due: 1/21/2021
Work Type: Full Time