Program & Fieldwork Administrator

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:02/08/2023
**Req ID**: 29642
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Department of Occupational Science & Therapy
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00045326

**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 Occupational Science and Occupational Therapy (OS & OT) is recognized as an outstanding leader in the provision of graduate education and in preparing students to learn and practice the knowledge, attributes and skills of the profession of occupational therapy. Our faculty members provide dynamic, evidence-based and comprehensiveinstruction and mentorship throughout our 24-month professional program. Our fieldwork courses provide an unparalleled range of opportunities in established and innovative community settings, private practice and leading rehabilitation, long term care and acute facilities. In September 2018, we expanded our program to the University of Toronto Mississauga (UTM), which has allowed us to increase the number of available spots for incoming students. We undertook this expansion to meet the growing needs for practicing occupational therapists provincially, nationally and internationally and in response to the population growth in the Peel Region.

As Program and Fieldwork Administrator, you will act as the primary point of contact for all OS & OT students. You will liaise with counterparts at the University of Toronto Mississauga campus to support recruitment and admissions and to provide detailed information on program, fieldwork and policies to students. You will ensure that all logistics for program activities are met and foster and maintain positive relationships with multiple stakeholders to support student placement activities. As a self-starter with exceptional organizational skills, you will play an essential role in advancing our program growth.

**Your responsibilities will include**:

- Acting as the first point of contact, responding to inquiries and providing basic support to individuals in distress
- Collecting preceptor availability, coordinating program schedules, providing detailed information on program/course eligibility requirements, policies and deadlines
- Disseminating information regarding changes to rotations, site requirements and placement activities
- Writing and editing reports to support initiatives
- Disseminating and collecting surveys and questionnaires and analyzing results
- Analyzing service delivery and customer service procedures, and making recommendations for improvements

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience
- Minimum three years relevant experience within health, education and/or social care systems
- Experience coordinating placement programs and program schedules
- Experience coordinating expense reimbursement claims and basic reconciliation
- Experience drafting and editing reports, and managing, manipulating and formatting data for presentation
- Experiencing maintaining databases and content on digital platforms
- Experience coordinating and troubleshooting audio/visual and equipment inventory systems
- Experience collaborating and building relationships with a variety of stakeholders
- Experience evaluating existing programs and systems and making recommendations for change
- Advanced technical skills in MS Office Suite, particularly MS Excel, Adobe Professional, survey tools, ROSI and learning management systems
- Excellent communication skills (oral and written), critical thinking, interpersonal and organizational skills
- Exceptional time management skills, including the ability to manage multiple processes and deal with multiple groups
- Ability to work well independently but also as part of a team
- Ability to think critically and analytically
- Demonstrated ability to learn and innovate, using technology
- Ability to exercise initiative, tact, discretion, problem solving skills and to work under pressure to meet deadlines
- Demonstrated good judgment, attention to detail and a high degree of accuracy

**Assets (Nonessential)**:

- Experience working with and supporting preceptors
- Experience working with Quercus and Inplace
- Project Management Certificate

**To be successful in this role you will be**:

- Approachable
- Communicator
- Proactive
- Problem solver
- Resourceful
- Self-directed

**Closing Date**: 02/16/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Dinuka Perera

**Lived Experience Statement

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