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Administrative & Data Coordinator

4 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/16/2023
**Req ID**: 30309
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Ofc of the Vice Dean, Medical Education
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00050641

**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**:
Residing in the Office of the Vice Dean, Medical Education, the Office of Learner Affairs (OLA) is dedicated to working with and supporting learners from the Temerty Faculty of Medicine’s undergraduate medical education (MD and MD/PhD), Postgraduate Medical Education, Medical Radiation Sciences, Physician Assistant, and Occupational Therapy programs to optimize the learning environment and experience at individual and systems levels, and enable learners’ development into and as health care professionals.

As Administrative and Data Coordinator, you will play an important role in supporting senior leaders within the unit by acting as the first point of contact for learners, education leaders, staff and other stakeholders. You will also serve as a key resource on the use of our database system and provide support for theextraction and presentation of data, provide administrative support by managing calendars, organizing and supporting events and meetings, drafting a range of communications, and supporting the creation of reports and other resources. You will draw upon your excellent interpersonal, organizational, and problem-solving skills in order to effectively support both senior leaders within the Office and the learners who the Office is dedicated to serving. Your attention to detail, ability to extract data and generate accurate reports will be critical to support the continued success of the programs and services we offer.

**Your responsibilities will include**:

- Acting as the first point of contact, responding to inquiries and redirecting as appropriate
- Scheduling appointments, resolving scheduling conflicts, booking rooms and arranging appropriate accommodations
- Supporting committees, including meeting coordination, preparing agendas, minute taking and following up on action items
- Coordinating event logistics and liaising with vendors
- Maintaining databases, running queries, generating reports and performing basic analysis and preliminary findings from data extractions
- Troubleshooting technical issues and liaising with technical specialists to resolve issues

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience
- Minimum three years administrative and/or client service-oriented environment, including progressive data administration experience, preferably in a university or hospital setting
- Demonstrated front-line customer service experience, including experience serving as first point of contact, screening incoming inquiries and scheduling appointments
- Experience drafting, editing and preparing correspondence and reports
- Experience supporting committees and coordinating events
- Advanced proficiency with EMR software
- Experience maintaining and updating administrative processes
- Experience demonstrating the use of database systems to others
- Advanced proficiency with MS Office Suite and database systems
- Demonstrated experience troubleshooting and streamlining IT related systems and processes
- Excellent oral and written communication skills
- Professional demeanor and a demonstrated commitment to customer service
- Excellent interpersonal, organizational, and problem solving skills
- Ability to work independently and in a team environment
- Ability to multi-task and meet deadlines
- Understanding and ability to work with sensitive and confidential materials is essential

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

- Approachable
- Communicator
- Meticulous
- Organized
- Team player

**Closing Date**: 03/30/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Amanda Di Fonzo

**Lived Experience Statement

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