Assistant to the Chair & Academic Appointments Coordinator

Date Posted: 09/23/2024

Req ID: 39827

Faculty/Division: Temerty Faculty of Medicine

Department: Department of Molecular Genetics

Campus: St. George (Downtown Toronto)

Position Number: 00057131

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto’s Temerty 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 Molecular Genetics holds a leadership position in Canada and internationally as a premier venue for biomedical and life sciences research and education. We have over 100 faculty members. Our dynamic community of over 350 graduate students is engaged in M.Sc. and Ph.D. Program in Molecular Genetics. We offer a professional M.Sc. in Genetic Counseling as well as M.H.Sc. in Medical Genomics. Futhermore, the department provides a rigorous undergraduate specialist and major in Molecular Genetics and Microbiology. Our faculty, fellows, and students are highly acclaimed for pioneering phenomenal advances in some of the most exciting areas of modern science with a profound impact on human health.

As Assistant 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 dossiers for review
• Providing committee support, including booking rooms, minute taking and preparing agendas
• Providing administrative support for the department’s PTR and other annual faculty processes for appointed and status-only faculty, entering personnel information in HRIS
• Managing the Chair’s calendar, making travel arrangements and drafting correspondence on behalf of the Chair
• Generating reports and formatting data for presentation, editing content for brochures, newsletters, websites and/or handbooks
• 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 within an 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 and transcribing 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, PowerPoint)
• Strong interpersonal and communication skills, both oral and written
• 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 while maintaining a proactive and professional demeanour
• Effective problem solving, tact, discretion and good judgement in dealing with confidential information
• Ability to transfer digital data from PC to other storage media
• Working knowledge of HRIS

To be successful in this role you will be:

• Approachable
• Articulate
• Diligent
• Efficient
• Multi-tasker
• Organized
• Team player

Closing Date: 10/10/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 10 — $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Sharon Hung

Lived Experience Statement

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

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