Job Description

Date Posted: 02/07/2025
Req ID: 41607
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Molecular Genetics
Campus: St. George (Downtown Toronto)
Position Number: 00006315Description: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 Molecular Genetics holds a leadership position in Canada and internationally as a premier venue for biomedical and life sciences research and education. We have over 100 faculty members. Our dynamic community of over 350 graduate students is engaged in M.Sc. and Ph.D. Program in Molecular Genetics. We offer a professional M.Sc. in Genetic Counseling as well as M.H.Sc. in Medical Genomics. Furthermore, the department provides a rigorous undergraduate specialist and major in Molecular Genetics and Microbiology. Our faculty, fellows, and students are highly acclaimed for pioneering phenomenal advances in some of the most exciting areas of modern science with a profound impact on human health.As Executive Assistant to the Chair & Faculty Liaison, you will serve as a trusted liaison between internal and external stakeholders, to support the advancement of our department's academic priorities and goals. You will be adept at helping our faculty members navigate their academic career lifecycle from academic recruitment, onboarding, appointments, reviews, promotions, to retirements. Exercising sound judgment, you will draft thoughtful and informed correspondence on the Chair's behalf, helping to triage emerging priorities and academic matters with professionalism and care. Your resourcefulness and exceptional interpersonal and anticipatory skills will position you as our central department resource on a broad range of inquiries, and you will help us foster an inclusive and welcoming environment.Your responsibilities will include:

• Acting as a primary point of contact and liaising with internal and external stakeholders to support initiatives and faculty appointment processes
• Managing the Chair's calendar, arranging travel arrangements, drafting correspondence on behalf of the Chair and providing committee support, including booking rooms, minute taking and preparing agendas
• Coordinating 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 and preparing draft statistical reports and summaries
• Facilitating workshops on processes related to the academic career lifecycle and requirements, gathering feedback to refine content and enhance clarity and engagement
• Providing administrative support for the department's PTR and other annual faculty processes for appointed and status-only faculty, entering personnel information in HRIS

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum five (5) years' related experience, preferably within an academic institution
• Demonstrated experience supporting senior administrators including managing calendars, scheduling multiple meetings, resolving scheduling conflicts, coordinating travel arrangements and booking accommodations
• Demonstrated experience providing support for academic searches, appointments, promotions and reviews
• Experience writing and editing clear and tactful correspondence on behalf of senior leaders with minimal revisions and preparing employment contracts and status reports
• Experience providing support to senior level committees and coordinating events and conference logistics
• Experience facilitating educational workshops and seminars, and reviewing feedback to inform future planning
• Experience maintaining data and generating statistical reports
• Advanced technical proficiency and expertise in Microsoft 365 (Word, Excel, PowerPoint)
• Strong interpersonal and communication skills, both oral and written
• A proven commitment to equity, diversity and inclusivity
• Excellent communication skills, both verbal and written
• Ability to concisely summarize information from multiple sources
• 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
• Excellent organizational skills to maintain accurate records and information systems
• Demonstrated ability to work independently and also collaboratively in a team environment
• Superior time management skills with an ability to prioritize, multi-task and meet strict deadlines while maintaining a proactive and professional demeanour
• Effectiveproblem solving, tact, discretion and good judgement in dealing with confidential information

Assets (Nonessential):

• Experience working with HRIS, Laserfiche, FOCUS

To be successful in this role you will be:

• Approachable
• Articulate
• Diligent
• Efficient
• Problem solver

Closing Date: 02/24/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $75,223. with an annual step progression to a maximum of $96,196. 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 HungLived 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 StatementThe 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 StatementThe 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 .

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