Job Description

Date Posted: 05/31/2023
Req ID: 31585
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Radiation Oncology
Campus: St. George (Downtown Toronto)
Position Number: 00049261

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:

Recognized globally, the Department of Radiation Oncology trains the next generation of leaders, fosters a culture of innovation, knowledge exchange and translation, and contributes to the Radiation Medicine community, as well as the broader health and public policy systems. As part of this engaged administrative team, you would be facilitating and supporting the advancement of the Radiation Medicine and the delivery of care.

As Administrative Coordinator, you will play an integral role serving as the primary administrative resource for the Department of Radiation Oncology. You will coordinate a wide variety of administrative and program support tasks that require a great deal of tact, and adaptability. This includes acting as the first point of contract and responding to enquiries by disseminating program information. Your exceptional organizational skills, time management, and attention to detail will contribute to the further development of these new Divisions.

Your responsibilities will include:

• Providing fellowship program support by acting as the first point of contact for general enquires and providing information on the programs including eligibility, licensure, visa process, program details of types of training, mandatory training, elective training, and research requirements
• Coordinating the intake of applications including receiving materials, checking for completeness, passing them on for review, coordinating interview logistics, setting application deadlines, preparing application documents, preparing draftemployment letters, and creating faculty profile on the department\'s faculty directory webpage
• Liaising with the Central Faculty of Medicine Postgraduate Education Office, students and faculty to coordinate program activities
• Maintaining information in POWER system information re: faculty, supervisors, monthly updates on fellowship evaluators and posts changes to the rotations schedule and evaluators
• Providing administrative support including distributing incoming/outgoing mail, faxes, directing mail, updating all departmental directories and e-mail lists, setting-up users on the copying machine, and writing/editing routine documents and correspondences including offer letters, rejection letters, certificates, proofs of competition
• Providing administrative support to committees including taking, transcribing, and distributing minutes; drafting communications, emails, etc., developing the agenda, booking rooms, setting the meeting schedules annually; distributing documentation for review prior to meetings
• Providing academic appointments support by assisting the manager in coordinating the academic appointments and review process and liaising with faculty candidates to obtain the necessary documentation for review and approval by respective appointment committees
• Other related administrative duties as required such as; maintaining and ordering office supplies, ordering catering, coordinating orientation logistics including setting dates, arranging for speakers, venues/rooms, catering, materials to be distributed

Essential Qualifications:

• Advanced College Diploma in a relevant field, or acceptable combination of equivalent combination of education and experience
• Minimum two (2) years\' of relevant administrative experience, preferably in a University and/or hospital environment
• Experience providing program support and managing priorities
• Demonstrated experience building and maintaining positive working relationships with a range of stakeholders
• Experience coordinating meetings and preparing agendas, independently drafting correspondence
• Experience analyzing, collecting, organizing data including generating reports
• Proficiency with MS Office Suite
• Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and high quality
• Exceptional interpersonal and communication skills, both verbal and written, organizational skills, strong proof-reading and editing skills
• Ability to multi-task in a fast paced environment and effectively prioritizing activities
• Demonstrated ability to take initiative to improve processes
• Ability to work well independently but also as part of a team

To be successful in this role you will be:

• Communicator
• Goal oriented
• Intuitive
• Organized
• Problem solver

Please note that this is a one-year term position.

Closing Date: 06/13/2023, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $56,514 with an annual step progression to a maximum of $72,271. 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.

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 .

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 .

University of Toronto