Physician Assistant Program Administrative Assistant

Date Posted: 01/06/2025

Req ID: 41195

Faculty/Division: Temerty Faculty of Medicine

Department: Dept of Family & Community Medicine

Campus: St. George (Downtown Toronto)

Position Number: 00033966

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto’s 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 Family and Community Medicine (DFCM) is recognized internationally for its clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.

The Physician Assistant Program, a full-time professional, second-entry undergraduate degree program based in DFCM and delivered in collaboration with Northern Ontario School of Medicine and the Michener Institute of Education at the University Health Network. The three institutions have formed the Consortium of PA Education to collaboratively contribute in the development, administration and delivery of this University of Toronto degree.

As Physician Assistant Program Administrative Assistant, you will act as the first point of contact for students, faculty, and support the day-to day administration of the program. You will coordinate and organize a range of activities, organizes course logistics, scheduling, faculty course support, updates and maintains course schedules, website information, course portal system and takes minutes for the committee meetings. Your exceptional organizational and communications skills will contribute to the ongoing success of this program.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Coordinating the preparation and distribution of program and course materials, including disseminating course timetables
• Maintaining course information on student information systems and generating reports
• Keeping well-informed on changes to courses, program requirements, policies and procedures
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Preparing draft correspondence, taking and distributing minutes
• Determining logistical details and activities for events and/or programming, liaising with stakeholders to coordinate space and resource requirements

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum two years of related student services experience, preferably in a University and/or hospital environment
• Experience providing administrative support to academic or educational programs
• Experience providing committee support (including scheduling meetings, minute taking, coordinating agendas, materials and follow up items)
• Demonstrated experience in managing multiple priorities with conflicting deadlines while maintaining a high degree of accuracy
• Demonstrated experience coordinating logistics for events, workshops and/or seminars
• Advanced proficiency in MS Office with particular proficiency in database and spreadsheet applications and enterprise video communication platforms Zoom, MS Teams)
• Excellent interpersonal, communication (verbal and written), judgement, organizational andanalytical skills
• Superior organizational and time management skills
• Demonstrated ability to develop and maintain web-based information and applications
• Demonstrated ability coordinating and organizing complex schedules
• Demonstrated experience independently writing routine documents and correspondence such as newsletters, brochures, handbooks etc.
• Ability to exercise initiative, tact, discretion, problem‐solving skills and to work under pressure to meet deadlines
• Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and high quality
• Ability to work professionally with confidential information; work professionally withconfidential information
• Some overtime on weekdays required

Assets (Nonessential):

• Knowledge of the University and particularly the Temerty Faculty of Medicine’s student procedures

To be successful in this role you will be:

• Communicator
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Team player

Closing Date: 01/17/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone: 

USW Pay Band 08 — $62,832. with an annual step progression to a maximum of $80,351. 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 Krmek

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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