Physician Assistant Program Administrative Assistant

**Date Posted**:10/07/2024
**Req ID**: 40021
**Faculty/Division**: Temerty Faculty of Medicine
**Department**: Dept of Family & Community Medicine
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00054651

**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 Family and Community Medicine (DFCM) is recognized internationally forits clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.

The Physician Assistant Program, a full-time professional, second-entry undergraduate degree program based in DFCM and delivered in collaboration with Northern Ontario School of Medicine and the Michener Institute of Education at theUniversity Health Network. The three institutions have formed the Consortium of PA Education to collaboratively contribute in the development, administration and delivery of this University of Toronto degree.

As Physician Assistant Program Administrative Assistant, you will act as the first point of contact for students, faculty, and support the day-to day administration of the program. You will coordinate and organize a range of activities, organizes course logistics, scheduling, faculty course support, updates and maintains course schedules, website information, course portal system and takes minutes for the committee meetings. Your exceptional organizational and communications skills will contribute to the ongoing success of this program.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries
- Coordinating the preparation and distribution of program and course materials, including disseminating course timetables
- Maintaining course information on student information systems and generating reports
- Keeping well-informed on changes to courses, program requirements, policies and procedures
- Preparing draft correspondence and coordinating meeting schedules, agendas, taking minutes, materials, action and follow-up items
- Keeping well-informed on University programs, policies and procedures
- Determining logístical details and activities for events and/or programming, liaising with stakeholders to coordinate space and resource requirements

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience
- Minimum two years of related student services experience, preferably in a University and/or hospital environment
- Experience providing administrative support to academic/educational programs
- Experience providing committee support (including scheduling meetings, minute taking, coordinating agendas, materials and follow up items)
- Demonstrated experience in managing multiple priorities with conflicting deadlines while maintaining a high degree of accuracy
- Demonstrated experience coordinating logistics for events, workshops and/or seminars
- Demonstrated ability coordinating and organizing complex schedules
- Demonstrated experience independently writing routine documents and correspondence such as newsletters, brochures, handbooks
- Excellent interpersonal, communication (verbal and written), judgement, organizational and analytical skills
- Superior organizational and time management skills
- Ability to exercise initiative, tact, discretion, problem solving skills and to work under pressure to meet deadlines
- Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and high quality
- Ability to workprofessionally with confidential information; work professionally with confidential information

**Assets (Nonessential)**:

- Experience supporting medical education programs

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

- Communicator
- Efficient
- Meticulous
- Multi-tasker
- Organized
- Team player

**This is a term position until July 2026**

**Closing Date**: 10/23/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Amanda Di Fonzo

**Lived Experience Statement