Department Assistant

Department Assistant

Date Posted : 11 / 13 / 2024

Req ID : 40671

Faculty / Division : Temerty Faculty of Medicine

Department : Department of Medicine

Campus : St. George (Downtown Toronto)

Position Number : 00036506

Description : About us :

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 Medicine (DOM) is one of the largest in North America, with 830 full-time faculty members, 1,000 postgraduate trainees, and 20 specialty and sub-specialty divisions located across six fully-affiliated hospitals, four community-affiliated hospitals and more than a dozen additional clinical practice sites.

We are a powerhouse of medical research, with more than $162-million in annual research funding. This research generates new knowledge with the goal of meaningfully impacting internal medicine training and the care and health outcomes of patients and their families.

As Department Assistant, you will play an essential role serving as our department's first point of contact, triaging a high volume of inquiries and supporting our day-to-day operations.

Working closely with the Director, Business and Administration, you will also provide financial assistance, committee and event support and promote a welcoming and inclusive environment.

Your demonstrated commitment to quality customer service and excellent organizational and interpersonal skills will be key to ensuring the effective operation of our department.

Your responsibilities will include :

• Serving as the first point of contact for the department, responding and resolving inquiries and escalating as required
• Coordinating meetings and appointments and booking rooms
• Supporting committees, assisting with the planning of events and coordinating training and learning opportunities
• Writing routine documents and correspondence, transcribing dictations and collating data for reports
• Facilitating purchasing and procurement processes
• Identifying and introducing variations to established administration procedures to ensure effective administrative operations

Essential Qualifications :

• College Diploma (2 years) or acceptable combination of equivalent experience
• Minimum two years of relevant experience providing administrative support within a relevant work environment
• Demonstrated experience managing calendars, coordinating meetings and appointments
• Experience supporting committees and coordinating events
• Demonstrated experience drafting correspondence and documentation and collating and organizing data for reports
• Demonstrated experience fostering positive relationships with internal and external stakeholders
• Advanced proficiency in MS Office Suite and virtual meeting platforms (e.g. Zoom, MS Teams)
• Excellent interpersonal and communication skills, including verbal and written
• Strong problem solving and analytical skills
• Exceptional organizational and time management skills, and flexibility in adjusting to changing circumstances
• Ability to contribute as a team player, projecting a positive, professional, courteous and congenial attitude

To be successful in this role you will be :

• Approachable
• Communicator
• Organized
• Patient
• Team player

Please note that this position has an onsite requirement of four days per week.

Closing Date : 11 / 26 / 2024, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Continuing

Schedule : Full-Time

Pay Scale Group & Hiring Zone :

USW Pay Band 07 $59,172. with an annual step progression to a maximum of $75,673. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

Job Category : Administrative / Managerial

Recruiter : Andrea Varicak

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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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community.

We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities.

We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

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 http : / / uoft.me / UP .

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 : Rehabilitation, Administrative Assistant, Internal Medicine, Medical Research, Healthcare, Administrative, Research