Administrative Assistant

Job Details

Administrative Assistant

Date Posted: 05/13/2022
Req ID: 24228
Faculty/Division: Dalla Lana School of Public Health
Department: Dalla Lana School of Public Health
Campus: St. George (Downtown Toronto)
Position Number: 00047203


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, which plays a criticalrole in the COVID-19 pandemic response, went through a dramatic renaissance 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 $53.3 million in research funding per year, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change, implementation and improvement sciences, preventable disease through vaccines and prevention through wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global andIndigenous health, among many other areas. This past year, $10 million philanthropic dollars was raised for research, education and knowledge translation, and the over 7000 alumni were deeply engaged through events and networking opportunities.

Your opportunity:

The Centre for Global Health is the knowledge hub of global health educational activities at DLSPH and views global health in an integrative manner. The Centre for Global Health offers multidisciplinary graduate education in global health, student practicum placements, seminars, lectures, and other training and career opportunities. It partners with research institutions around the world, to host visiting scholars and support student and faculty research at the DLSPH.

The Centre for Vaccine Preventable Diseases’ vision is to catalyze cutting-edge research and education that maximizes the health benefits of immunization for everyone by developing an interdisciplinary group of academic researchers, educator and public health advocates.

As the Administrative Assistant, you will be a collaborative team player providing administrative support to both the Centre for Global Health and the Centre for Vaccine Preventable Diseases. As the front-line staff, you will interact with a variety of internal and external stakeholders, responding to inquiries and ensuring exceptional service with every interaction. You will also manage the schedules for both Centre directors, organizing meetings/coordinating logistics for conferences and maintaining information on online platforms. This role requires that you be extremely well organized, be able to manage conflicting demands and independently complete high quality work to meet established goals.

Your responsibilities will include:

  • Acting as the first point of contact and disseminating information
  • Scheduling appointments including booking rooms and arranging appropriate accommodations
  • Updating and maintaining curriculum vitae
  • Writing routine documents and correspondence including editing content for brochures, newsletters, websites and/or handbooks
  • Maintaining information on digital platforms
  • Collating and organizing data for various reports
  • Verifying the accuracy and completeness of documents
  • Supporting with the execution of events (i.e. maintaining event calendar, determining logistical details and activitie, scheduling traveling, catering, taking and distributing meeting minutes)

Essential Qualifications:

  • College Diploma (2 years) or acceptable combination of equivalent experience.
  • Minimum two years related experience, preferably in an academic environment
  • Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders
  • Experience coordinating appointments (i.e. scheduling meetings, boking rooms, taking and distributing minutes etc.)
  • Experience managing calendars
  • Experience coordinating logistics for events
  • Experience writing routine documents and correspondence
  • Excellent interpersonal and communication skills (verbal and written) with a strong customer focus
  • Strong initiative, proactive and highly resourceful
  • Ability to manage multiple tasks and meet the demands of a fast-paced environment
  • Ability to work independently and collaboratively
  • Attention to detail and accuracy is essential
  • High Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint and Outlook)

Assets (Nonessential):

  • Education in a related health field

To be successful in this role you will be:

  • Communicator
  • Organized
  • Possess a positive attitude
  • Problem solver
  • Resourceful

Closing Date: 05/24/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $52,695 with an annual step progression to a maximum of $67,389. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Amanda Di Fonzo

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, person with disabilities, and other equity deserving groups are encourage to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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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].

Job Segment: Secretary, Equity, Special Medicine, Administrative Assistant, Public Health, Administrative, Finance, Healthcare


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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