Assistant to the Chair & Academic Appointments Coordinator

Date Posted : 10 / 11 / 2024

Req ID : 40125

Faculty / Division : Temerty Faculty of Medicine

Department : Dept of Immunology

Campus : St. George (Downtown Toronto)

Position Number : 00043755

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 Immunology is an innovative and dynamic basic science department dedicated to excellence in research and teaching.

We operate as an integrated, collaborative community with approximately 85 investigators in 10 research sites in Toronto, which includes our hospital-based university-affiliated research institutes.

Together we strive to advance biomedical discoveries in Immunology, increase our understanding of fundamental Immunological principles and develop new applications for immune-based therapies.

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 :

• 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 promotion, tenure and review committee (PTR) and other annual faculty processes for appointed and status-only faculty
• Managing the Chair’s calendar, arranging travel arrangements and drafting correspondence on behalf of the Chair
• Generating reports and formatting data for presentation
• 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
• Experience using a range of enterprise systems including : HRIS, USource, SharePoint, and One Drive
• Advanced technical proficiency and expertise in Microsoft Office Suite, survey tools, applicant tracking systems, virtual conference platforms
• 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
• Effective problem solving, tact, discretion and good judgement in dealing with confidential information

Assets (Nonessential) :

• Experience working with Successfactor and Laserfiche
• Familiarity with payroll processing for CUPE U1 and CUPE U3

To be successful in this role you will be :

• Efficient
• Multi-tasker
• Organized
• Team player

Closing Date : 10 / 28 / 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 : 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.