Administrative and Graduate Program Assistant

**Date Posted**:11/29/2024
**Req ID**: 40891
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Department of Pharmacology and Toxicology
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00052458

**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 Pharmacology & Toxicology is among the oldest in North America. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.

As Administrative and Graduate Program Assistant, you will play an instrumental role in supporting the day-to-day administrative and financial functions in the Department of Pharmacology & Toxicology. Your administrative and financial responsibilities will include processing various financial transactions, answering enquiries regarding admissions and financial awards, generating reports, newsletters and brochures. Your demonstrated commitment to quality customer service, solid organizational and interpersonal skills will be key to ensuring the effective operation of the department.

**Your responsibilities will include**:

- Providing academic administrative support by keeping well-informed and relaying information about faculty requirements, structure, policy and procedure and learning requirements
- Address admissions and awards enquiries, escalate complex enquiries as necessary, monitoring student degree progress
- Formatting and collecting data for reporting on funding accounts for grants and contracts
- Assisting with financial processing including: cost estimates, cost recovery, purchase orders, and accounts payable
- Editing content for brochures, newsletters, websites and/or handbooks
- Coordinating course schedules and providing course materials as needed

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three years of related administrative and financial experience, preferably in a University, teaching hospital, or comparable environment
- Experience providing student services and course support to an academic program; determining logístical details and documentation required for admissions processes, verifying course enrollment information and submitting grades
- Demonstrated experience with creating and updating records, generating reports, and maintaining databases and filing systems
- Experience with maintaining filing systems and information on digital platforms, verifying the accuracy of content
- Demonstrated experience with processing financial transactions: processing cost recoveries, expense reimbursements, invoices, purchase orders and accounts payable
- Strong written and verbal communication skills with experienceediting content brochures, newsletters, websites and/or handbooks
- Excellent time management, prioritization, and organizational skills, with the ability to be an effective team player
- Excellent interpersonal and communication skills (verbal and written) with a strong customer focus
- Strong initiative, proactive and highly resourceful
- Demonstrated ability to learn quickly and independently
- Ability to identify problems and recommend appropriate solutions
- Proven ability to work independently and effectively manage high volumes and varied duties with competing deadlines
- Attention to detail and accuracy is essential
- Sensitivity to diversity and excellent judgment on confidential issues

**Assets (Nonessential)**:

- Knowledge of Slate, eMarks,Sharepoint, web management (Drupal) and Mailchimp

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

- Accountable
- Communicator
- Organized
- Problem solver
- Resourceful
- Team player

**Closing Date**: 12/11/2024, 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