Administrative Assistant

Administrative Assistant

Date Posted : 02 / 10 / 2026

Req ID : 46842

Faculty / Division : Temerty Faculty of Medicine

Department : Department of Medicine

Campus : St. George (Downtown Toronto)

Position Number : 00059104

Existing Vacancy : Yes

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 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 an Administrative Assistant, you will play an integral role in supporting the Department of Medicine, particularly in administering the fellowship program. In this front‑line position, you will process applications, maintain organized and accurate records, draft routine communications, and ensure consistent application of administrative procedures. Through your detail‑oriented approach and reliable support, you will help enable smooth departmental operations.

Your responsibilities will include :

• Acting as the first point of contact for general enquiries, responding within the defined scope of the role and redirecting enquiries as appropriate
• Maintaining file systems and records, including scanning, filing, copying documents, and ensuring information is retained in accordance with file retention procedures
• Processing fellowship applications and related documentation, including updating databases, verifying accuracy and integrity of records, tracking application statuses, and generating reports
• Preparing routine documents and correspondence, including draft letters and communications using templates
• Liaising with internal and external stakeholders to support consistent administrative processes

Essential Qualifications :

To be successful in this role you will be :

Please note : This is a 1‑year term position that requires a primarily on‑site presence due to the in‑person, physical filing and records‑handling responsibilities.

Closing Date : 02 / 18 / 2026, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Term

Schedule : Full-Time

Pay Scale Group & Hiring Zone :

USW Pay Band 07 $60,237. with an annual step progression to a maximum of $77,035. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

Job Category : Administrative / Managerial

Recruiter : Sana J Mahmood

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.

A job description is available upon request

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 uoft.careers@utoronto.ca .

Job Segment : Rehabilitation, Data Entry, Internal Medicine, Medical Research, Secretary, Healthcare, Administrative