Administrative Coordinator

Date Posted: 02/03/2026Req ID: 46527Faculty/Division: Temerty Faculty of MedicineDepartment: Department of PsychiatryCampus: St. George (Downtown Toronto)Position Number: 00057558Existing Vacancy: Yes 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:As one of the largest Departments of Psychiatry in the world, we serve as a catalyst for progress, mobilizing partners and resources to improve the outcome of those living with mental illness. We strive to provide the best care to today’s patients and to transform the understanding and treatment of mental illness and addiction for the patients of tomorrow.As the Administrative Coordinator within the Department of Psychiatry, you will provide dedicated administrative support to the Department Chair, while also supporting Vice-Chairs, Division Directors, and departmental committees. In this role, you will work closely with the Chair and leadership to support administrative and operational activities, including calendar and meeting coordination, leadership and committee meetings, events and programming, and the preparation of key documentation. Through your strong organizational skills, attention to detail, and ability to manage multiple priorities, you will support the smooth coordination of departmental activities and contribute to the effective functioning of a large, complex academic environment. Your responsibilities will include: Acting as the first point of contact for general enquiries, responding within the scope of the role and escalating issues as appropriate Providing dedicated day-to-day administrative support to the Chair, including calendar and meeting coordination, travel arrangements, drafting correspondence and letters, organizing materials, maintaining filing systems, and handling sensitive and/or confidential information Supporting the Chair, senior leadership, and committees by coordinating meetings and related logistics, including scheduling, preparing agendas and materials, taking minutes, and tracking follow-up actions Supporting events and programming by coordinating logistical details, including room bookings, audio-visual requirements, catering, and preparation of materials Providing administrative support for academic processes, in accordance with established policies and procedures Preparing, reviewing, and formatting, proofreading, and fact-checking routine documents and correspondence Essential Qualifications: Advanced College Diploma (3 years) or acceptable combination of equivalent experience Minimum three (3) years of administrative experience in a university setting Demonstrated experience acting as a first point of contact for general enquiries and providing frontline administrative support Demonstrated experience providing direct, day-to-day administrative support to a senior leader, including calendar management, meeting coordination, and travel arrangements Demonstrated experience supporting committees and meetings, including coordinating schedules, preparing agendas and materials, taking meeting minutes, and tracking action items Demonstrated experience preparing and drafting professional correspondence and documentation, including letters on behalf of senior leaders Experience supporting the execution of events, including coordinating logistics, room bookings, and catering arrangements Strong proficiency with MS Office and other common administrative tools and systems (e.g. shared calendars) Ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment Strong organizational and time-management skills, with the ability to manage competing priorities and meet deadlines Ability to meet physical demands of the role, including performing sustained on-site administrative and event support duties, including prolonged periods of standing and walking, transporting light office and event materials, and using standard office and event equipment To be successful in this role you will be: Communicator Multi-tasker Organized Tactful Closing Date: 02/16/2026, 11:59PM ETEmployee Group: USW Appointment Type: Budget - Continuing Schedule: Full-TimePay Scale Group & Hiring Zone:USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category: Administrative / ManagerialRecruiter: Sana J Mahmood Lived Experience StatementCandidates 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.