Administrative Coordinator

Date Posted: 11/18/2025

Req ID: 45952

Faculty/Division: Temerty Faculty of Medicine

Department: Department of Radiation Oncology

Campus: St. George (Downtown Toronto)

Position Number:

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:

Recognized globally, the Department of Radiation Oncology trains the next generation of leaders, fosters a culture of innovation, knowledge exchange and translation, and contributes to the Radiation Medicine community, as well as the broader health and public policy systems. As part of this engaged administrative team, you would be facilitating and supporting the advancement of the Radiation Medicine and the delivery of care.

As Administrative Coordinator, you will play an integral role serving as an administrative resource for the Department of Radiation Oncology. You will coordinate a wide variety of administrative tasks that require a great deal of tact, and adaptability. This includes serving as the first point of contact for the department and providing administrative support across the department. Your exceptional organizational skills, time management, and attention to detail will contribute to the further development of these new Divisions.

Your responsibilities will include:

• Serving as the first point of contact for the department including managing the general inbox, phone line, and responding to general inquiries in a timely manner
• Providing administrative support to committees including taking, transcribing, and distributing minutes; drafting communications, emails, etc., developing the agenda, booking rooms, setting the meeting schedules annually; distributing documentation for review prior to meetings
• Providing academic appointments support by assisting the manager in coordinating the academic appointments and review process and liaising with faculty candidates to obtain the necessary documentation for review and approval by respective appointment committees, and assisting the department chair in drafting the supporting letters for academic appointment matters
• Providing administrative support with governance documentation including drafting, organizing, and preparing governance-related documents and material
• Providing administrative support to the department's education activities, programs, events, workshops, and meetings

Essential Qualifications:

• Advanced College Diploma in a relevant field, or acceptable combination of equivalent combination of education and experience
• Minimum 2 years' of relevant administrative experience in a University and/or hospital environment
• Demonstrated experience serving as the first point of contact including managing general inquiries in a timely and professional manner
• Demonstrated experience drafting communication materials and documentation
• Demonstrated experience supporting education activities such as programs, events, workshops, and meetings
• Demonstrated experience building and maintaining positive working relationships with a range of stakeholders
• Experience coordinating meetings and preparing agendas, independently drafting correspondence
• Experience supporting the academic appointments process
• Experience analyzing, collecting, organizing data including generating reports
• Advanced proficiency with MS Office Suite
• Ability to deal effectively with multiple priorities and projects with conflicting deadlines, while maintaining a high degree of accuracy and high quality
• Exceptional interpersonal and communication skills, both verbal and written, organizational skills, strong proof-reading and editing skills
• Ability to multi-task in a fast-paced environment and effectively prioritizing activities
• Demonstrated ability to take initiative to improve processes
• Ability to work well independently but also as part of a team

To be successful in this role you will be:

• Communicator
• Goal oriented
• Intuitive
• Organized
• Problem solver

Please note:

• This is a 18 month term position.

Closing Date: 12/02/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 08 - $63,963. with an annual step progression to a maximum of $81,797. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: Sana J Mahmood

Lived Experience Statement

Candidates 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.