Administrative Coordinator

Baycrest Academy for Research and Education has an opportunity for a

ADMINISTRATIVE COORDINATOR

Position Type: Full Time
Shift Type: Day, No weekends
Bi-Weekly Hours: 70 Hours
Hours of Work: 7 hrs/shift
Posting Number: 9525
Union: Non-Union
Date Posted: January 9, 2026

About us
The Rotman Research Institute (RRI) is a premier international centre for the study of human brain function. The primary research focus is on memory and the executive functions of the brain, both in normal aging and in the presence of diseases and conditions which affect the brain, such as stroke, traumatic brain injury, Alzheimer’s disease and other dementias.

Job Summary
Reporting to the Division Head of Neurology, this position oversees the operations of the Division, in support of the academic and research objectives of the Division. The Administrative Coordinator provides administration and coordination support to the Division of Neurology. This includes the coordination of Divisional operations, Behavioural Neurology Fellowship Program, International Behavioural Neurology Videoconference Rounds.

Responsibilities include but are not limited to:

• Co-ordinate University of Toronto educational events related to academic activities in Behavioural Neurology, such as City-Wide Educational Behavioural Neurology Evenings
• Oversee the activity in Neurology related cost centres with regular and active reporting to the Head of Neurology
• Draft letters and information bulletins related to operations of the Division of Neurology, eg notices announcing fellowship training opportunities
• Coordinate the National Grand Rounds in Neurology
• Manage speaker evaluation and attendance for International Behavioural Neurology Videoconference Rounds and National Neurology Grand Rounds using online surveys
• Coordinate national and international travel arrangements
• Calendar management for the Head of Neurology
• Edit weekly videos of International Behavioural Neurology Videoconference Rounds and arrange to have them posted on a Baycrest website
• Plan and organize the World Federation of Neurology election campaigns for the Head of Neurology
• Provide administrative and coordination support on special international projects such as development of World Federation of Neurology eLearning Hub
• Provide guidance to clinical secretaries in their scheduling of patients to ensure the there are no conflicts that interfere with the efficient operation of the Division of Neurology
• Use PubMed or Medline to keep the head of Neurology’s curriculum vitae updated based on new publications, presentations, and other activities
• Responsible for Meeting minutes

Qualifications include but are not limited to:

· Diploma in Office Administration – Executive or Health Care Administration.

· Bachelor’s degree in related field is an asset

· 3-5 years related experience providing coordination and administrative support in a health care setting is required

· Experience with database administration

· Proficiency in MS Office Suite (Word, Excel, Access and PowerPoint)

· Knowledge of statistical software (e.g., SPSS) data management and databases (e.g.: Medidata RAVE, OpenClinica etc) would be an asset.

· Superior verbal, written and listening communication skills.

· Ability to communicate effectively, tactfully and persuasively at all levels of the organization.

· Ability to work effectively with a range of stakeholders.

· Demonstrated ability to work effectively with staff at all levels, including other members of the Senior Management team and support personnel.

· Excellent proofreading and editing skills.

· Exceptional organizational, planning and time management skills.

· Ability to work under pressure to tight deadlines

· Ability to manage multiple, often competing priorities.

· Ability to maintain a flexible schedule.

· Ability to proactively manage work by effectively anticipating priorities and potential deliverables.

Compensation:

At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency.

For this position, the salary range is $51,634 to $64,542. The target hiring range is $51,634 to $59,000 per year.

Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.

Additional Benefits:

• Vacation Entitlement
• Opportunity to enroll in the extended health and dental benefit plan
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
• Access to 24/7 Employee Assistance Program