Administrative Coordinator, Registration

Date Posted: 02/28/2024

Req ID: 36235

Faculty/Division: Temerty Faculty of Medicine

Department: Postgraduate Medical Education

Campus: St. George (Downtown Toronto)

Position Number: 00056140

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:

Postgraduate Medical Education (PGME) offers a collaborative professional learning environment dedicated to supporting learners, faculty and staff. We offer a respectful team-oriented culture and value the dedication and innovation of all staff who contribute to our mission. We believe in ongoing improvement and innovation and promote a strong commitment to work-life balance among our employees.

As Administrative Coordinator, Registration, you will support the PGME Office by acting as the first point of contact for learners, education leaders, staff and other stakeholders. You will provide administrative support by supporting meetings and events, drafting a range of communications, and supporting the creation of reports and other resources. You will draw upon your superior organizational, interpersonal and anticipatory skills to provide proactive support and ensure the effective and efficient operation of the Office.

Your responsibilities will include:

• Acting as the first point of contact for general inquiries and handling sensitive and/or confidential information
• Resolving issues within the scope of the role and escalating problems as required.
• Writing routing documents and correspondence, including editing content for brochures, newsletters, websites, and/or handbooks.
• Coordinating meeting schedules, agendas, materials, action, and follow-up items, including taking and distributing meeting minutes; Maintaining senior staff calendars.
• Analyzing and formatting data for presentations and reports.
• Determining logistical details and activities for events and/or programming
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Applying established standards when confirming eligibility requirements including providing detailed information regarding procedures and deadlines.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three (3) years’ of relevant administrative experience working within an academic and/or health care setting
• Demonstrated front-line customer service experience, including experience serving as the first point of contact and resolving issues within scope.
• Demonstrated experience determining logistical details and activities for events.
• Experience coordinating projects/initiatives and managing priorities
• Experience independently drafting correspondence and communications, including writing professional and accurate minutes
• Experience updating and maintaining website content using content management systems
• Experience analyzing and generating reports
• Experience maintaining and updating administrative processes
• Proficiency using Microsoft Office Applications (Word, PowerPoint, Outlook, Excel), Adobe Acrobat, as well as the ability to adapt to and learn new technologies
• Demonstrated ability to work with a fluctuating workload
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
• Exceptional interpersonal and communication skills, both verbal and written
• Abilityto problem solve and deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of quality and accuracy

To be successful in this role you will be:

• Approachable
• Efficient
• Organized
• Problem solver
• Team player

Closing Date: 03/08/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Amanda Di Fonzo

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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