Operations and Administrative Coordinator

Date Posted: 11/03/2025
Req ID: 45864
Faculty/Division: Faculty of Applied Science & Engineering
Department: Institute of Biomedical Engineering
Campus: St. George (Downtown Toronto)
Position Number:

About us:

The Translational Biology and Engineering Program (TBEP) is the University of Toronto component of the Ted Rogers Centre for Heart Research (TRCHR). TRCHR was established in late 2014 with an unprecedented gift from the Rogers family, matched by the commitments from the University of Toronto, University Health Network, and Hospital for Sick Children, to establish a unique collaborative venture to transform the prevention, management and care of children and adults with heart disease – in particular, heart failure. TBEP itself is a unique partnership, growing since early 2016 to now unite over 120 researchers and students from the Faculty of Applied Science and Engineering and the Temerty Faculty of Medicine at the University of Toronto in a single collaborative research hub on the 14th floor of the MaRS West Tower. TBEP drives research at the interface of engineering and medicine with a mission of understanding the complex genetic, molecular, and cellular mechanisms that underpin heart failure and regeneration. Through discovery science and the development of platforms based on model systems and bioengineered technologies, TBEP uncovers the most promising strategies to diagnose, prevent and treat heart failure.

Your opportunity:

Reporting to the Scientific Director, TBEP, the Operations and Administrative Coordinator will be the first point of contact for visitors and inquiries, whether in person, by phone, or via email, and will play a key role in creating a welcoming and professional environment. You'll manage the main TBEP phone line, handle incoming and outgoing mail and courier services, and assist with general office tasks such as photocopying, faxing, and ordering supplies.
You'll also coordinate room and equipment bookings, set up technology for teleconferences and video calls, and help organize meetings and events. Your responsibilities will include maintaining office equipment, supporting operations and space and facilities planning for faculty and students, and managing access tools like keys, fobs, and swipe cards. Additionally, you'll maintain databases for room, desk, and locker allocations, update content on the TBEP website, and provide direct administrative support to the Scientific Director.
This is an excellent opportunity for someone who enjoys working in a collaborative academic environment, values precision and efficiency, and is eager to contribute to a program that makes a meaningful impact.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Assisting with day-to-day operational needs of the unit
• Resolving issues within the scope of the role and escalating problems as required
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Booking rooms and arranging appropriate accommodations
• Maintaining inventory of office supplies and shared consumables
• Identifying and reporting facility repair and/or maintenance needs
• Liaising with stakeholders to coordinate space and resource requirements
• Determining logistical details and activities for events and/or programming
• Tracking the financial status of accounts

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years of experience providing first point of contact administrative support including responding to inquiries in person, by phone, and by email from a wide variety of stakeholders.
• Proven ability to manage front-line reception duties and provide professional customer service.
• Experience with scheduling meetings, coordinating in-person and virtual events, and booking rooms or equipment.
• Experience with maintaining office supplies and equipment, including troubleshooting basic tech issues.
• Knowledge of space and facilities management.
• Experience with website content management systems (e.g., WordPress, Drupal) for posting updates.
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship management skills.
• Effective organizational, time management, and problem-solving skills.
• Excellent attention to detail and accuracy of work.
• Ability to exercise initiative, professionalism, tact and sound judgement.
• A collaborative spirit and a commitment to supporting a diverse academic community.
• Effective skills with Microsoft Word and Excel, PowerPoint, Outlook.

Assets (Nonessential):

• Familiar with laboratory facilities and operations.

To be successful in this role you will be:

• Adaptable
• Articulate
• Meticulous
• Multi-tasker
• Organized
• Responsible

Closing Date: 11/12/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band $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 / Managerial

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.