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Department Assistant

2 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:11/13/2024
**Req ID**: 40671
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Department of Medicine
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00036506

**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**:
The Department of Medicine (DOM) is one of the largest in North America, with 830 full-time faculty members, 1,000 postgraduate trainees, and 20 specialty and sub-specialty divisions located across six fully-affiliated hospitals, four community-affiliated hospitals and more than a dozen additional clinical practice sites. We are a powerhouse of medical research, with more than $162-million in annual research funding. This research generates new knowledge with the goal of meaningfully impacting internal medicine training and the care and health outcomes of patients and their families.

As Department Assistant, you will play an essential role serving as our department's first point of contact, triaging a high volume of inquiries and supporting our day-to-day operations. Working closely with the Director, Business and Administration, you will also provide financial assistance, committee and event support and promote a welcoming and inclusive environment. Your demonstrated commitment to quality customer service and excellent organizational and interpersonal skills will be key to ensuring the effective operation of our department.

**Your responsibilities will include**:

- Serving as the first point of contact for the department, responding and resolving inquiries and escalating as required
- Coordinating meetings and appointments and booking rooms
- Supporting committees, assisting with the planning of events and coordinating training and learning opportunities
- Writing routine documents and correspondence, transcribing dictations and collating data for reports
- Facilitating purchasing and procurement processes
- Identifying and introducing variations to established administration procedures to ensure effective administrative operations

**Essential Qualifications**:

- College Diploma (2 years) or acceptable combination of equivalent experience
- Minimum two years of relevant experience providing administrative support within a relevant work environment
- Demonstrated experience managing calendars, coordinating meetings and appointments
- Experience supporting committees and coordinating events
- Demonstrated experience drafting correspondence and documentation and collating and organizing data for reports
- Demonstrated experience fostering positive relationships with internal and external stakeholders
- Advanced proficiency in MS Office Suite and virtual meeting platforms (e.g. Zoom, MS Teams)
- Excellent interpersonal and communication skills, including verbal and written
- Strong problem solving and analytical skills
- Exceptional organizational and time management skills, and flexibility in adjusting to changing circumstances
- Ability to contribute as a team player, projecting a positive, professional, courteous and congenial attitude

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

- Approachable
- Communicator
- Organized
- Patient
- Team player

Please note that this position has an onsite requirement of four days per week.

**Closing Date**: 11/26/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Andrea Varicak

**Lived Experience Statement