Administrative & Academic Appointments Assistant

University of Toronto

North America , USA


Ending On: 15 Dec 2019 Closing today


Job Description

We are looking for Administrative & Academic Appointments Assistant


Employment: Full-Time

Requirements: Salary: Competitive
Location: USA
Apply Now

*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 Anesthesia is a hub of excellence, innovation, and very high in academic productivity. We are the leading department of anesthesia in the country, and amongst the leading departments in the world. We are an assembly of over 640 members; faculty and trainees combined who are dedicated to provide outstanding clinical care for every patient across the city and the province and to constantly improve care through relentless innovation. We are advancing medical education to better support our community of learners, including patients, students, residents, fellows and faculty.

As Administrative & Academic Appointments Assistant, you will provide dedicated administrative support to the Chair and Business Manager and coordinate the clinical (MD) faculty appointments processes and academic life cycle. You will exemplify professional and customer service excellence by responding to and prioritizing a high volume of inquiries, liaising with internal and external stakeholders, coordinating events and working through different types of policies. Your strong desire to learn, coupled with your high calibre communication skills and meticulous attention to detail will be essential to your success in this role.

*Your responsibilities will include:*

* Acting as a first point of contact for general inquiries

* Maintaining the Chair's calendar and keeping well-informed of leadership commitments and priorities

* Drafting, formatting and editing incoming and outgoing correspondence and reports; maintaining the Chair's curriculum vitae (CV) and activity report

* Providing committee support, including coordinating meetings, booking rooms, preparing agendas, taking minutes and arranging catering

* Assisting the Business Manager with general administrative duties, special events, and projects

* Coordinating processes for academic appointments, reappointment/renewal, and promotions and ensuring completeness of documents and adherence with documented policies and guidelines of the Faculty of Medicine, the University of Toronto, the College of Physicians and Surgeons of Ontario, the Royal College of Physicians and Surgeons of Canada, and Employment and Immigration Canada

* Collecting documentation required to carry out the tenure and review processes from senior leadership

* Supporting the academic search process by tracking the status of applications, coordinating interview schedules and implementing plans and process improvements for academic search activities

*Essential Qualifications:*

* Advanced College Diploma (3 years) with commercial or business school training or acceptable combination of equivalent experience

* Minimum three years' related experience in a senior administrative role, preferably in a university or hospital environment

* Demonstrated experience serving as the main point of contact, managing calendars on behalf of senior stakeholders, coordinating travel arrangements, providing committee support, independently preparing correspondence and reports and coordinating events

* Experience applying and providing detailed information on policy and practices

* Experience managing and manipulating large data sets for presentation

* Comprehensive knowledge of organizational office practices, procedures and standards

* High level of proficiency with MS Office, Adobe Acrobat, Laserfiche, web-based surveys (Survey Monkey)

* Excellent communication (oral, written, editing) and interpersonal skills

* Effective problem-solving; tact, sensitivity, discretion and good judgement in dealing with confidential information

* Strong organizational and time management skills

* Demonstrated initiative, accuracy and attention to detail

* Ability to multi-task and work efficiently under pressure and meet deadlines in a fast-paced environment

* Demonstrated ability to work independently and collaboratively within a team environment

* Familiarity with University and Hospital environments

*Assets (Nonessential):*

* Experience administering and coordinating clinical and non-clinical academic appointments

* Proficiency with the University's Portal, POWER registration and evaluation systems, Doctor's Information System (DIS)

* Knowledge of medical terminology

*To be successful in this role you will be:*

* Communicator

* Meticulous

* Multi-tasker

* Organized

* Possess a positive attitude

* Tactful

* Team player

**Job:** **Administration*

**Organization:** **Anaesthesia*

**Title:** *Administrative & Academic Appointments Assistant*

**Location:** *St. George (downtown Toronto)*

**Requisition ID:** *1904154*

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