Administrative Assistant

Job description

Administrative Assistant

Date Posted: 05/03/2021
Req ID: 3882
Faculty/Division: Temerty Faculty of Medicine
Department: Division of Comparative Medicine
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 Division of Comparative Medicine administers the animal care program for the Faculty of Medicine. Its mission is to provide an excellent animal care program built on professional dedication to animal welfare and to support the research endeavor by serving as an important resource of in-vivo expertise and best practices.

As the Administrative Assistant within the Division of Comparative Medicine (DCM), you will play an essential role in supporting the operational functions of the department. Your responsibilities will consist of a series of administrative tasks such as responding to departmental enquiries, scheduling meetings and appointments, booking rooms, filing, submitting service orders and issuing invoices. You will also be a key contributor to refining office administrative procedures to ensure the effective operationof DCM.

Your responsibilities will include:

  • Acting as the first point of contact and responding to enquiries within the defined scope of the role
  • Liaising with contacts to ensure consistent administration procedures are followed
  • Identifying and introducing variations to established administration processes
  • Writing routine documents and correspondence
  • Performing routine data entry
  • Generating, collating and organizing data for various reports
  • Maintaining information on digital platforms
  • Issuing invoices, service orders and ordering supplies

Essential Qualifications:

  • College Diploma (2 years) or acceptablecombination of equivalent experience.
  • Minimum two years related administrative experience
  • Experience processing financial transactions
  • Experience working with large databases and performing routine data entry
  • Proficiency using Microsoft Office Applications (Word, PowerPoint, Outlook) and must possess Intermediate Microsoft Excel skills
  • Exceptional customer service, interpersonal and communication skills (oral and written)
  • Strong attention to detail and database management skills
  • Ability to manage multiple tasks and meet the demands of a fast-paced environment
  • Ability to work well independently and collaboratively

Assets (Nonessential):

  • Experience with Quercus
  • Experience with FIS

To be successful in this role you will be:

  • Approachable
  • Efficient
  • Meticulous
  • Organized
  • Problem solver
  • Tactful
  • Team player

This is a 18 month term position

Closing Date: 05/17/2021, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $51,656 with an annual step progression to a maximum of $66,061. 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, LGBTQ2S+ 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: Rehabilitation, Secretary, Equity, Administrative Assistant, Healthcare, Administrative, Finance, Research




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Job No:
Posted: 5/4/2021
Application Due: 5/8/2021
Work Type: Full Time