Date Posted: 07/17/2024
Req ID: 38748
Faculty/Division: Temerty Faculty of Medicine
Department: Institute of Medical Science
Campus: St. George (Downtown Toronto)
Position Number: 00049395

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:

With over 600 faculty and 500 students, the Institute of Medical Sciences (IMS) was established to foster education and scholarship in the Clinical Departments of the Temerty Faculty of Medicine. We specialize in translational research with a strong emphasis on bench-to-bedside clinical applications, and we are a graduate unit of choice for MDs seeking training as a clinician investigator. Our graduates have been appointed to instrumental positions as academic and health care professionals in universities, government and private industry.

As the Graduate Program & Awards Assistant, PhD, you will administer the awards and examination process for our PhD program. Working closely with the IMS Graduate Coordinators and the Chair of IMS Awards committee, you will coordinate the distribution of student awards, monitor student progress and ensure processes and procedures are followed in accordance with our Institute and the School of Graduate Studies. Relying on your high anticipatory skills and strong initiative, you will handle various demands from students and faculty to foster a purposeful and positive student experience and sustained program growth.

Your responsibilities will include:

• Acting as the first point of contact, responding to inquiries and redirecting as appropriate
• Verifying the accuracy and completeness of information and providing detailed information on eligibility requirements, procedures and deadlines
• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Coordinating the delivery of examination materials, dossiers and evaluation materials for review
• Providing support to students on financial award matters and eligibility and possible outcomes and tracking and monitoring distribution of awards
• Creating and updating student records, organizing data and generating reports
• Determining logistical details and activities for events and programming
• Supporting committees; coordinating meeting schedules, agendas, meeting notes and action items

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum two years of related administrative experience, preferably in a University or post secondary environment
• Demonstrated student services experience and direct experience working with and collaborating with faculty
• Demonstrated experience coordinating academic programs, coordinating examinations, schedules and timetables, and verifying and monitoring student records
• Experience supporting awards administration
• Experience collecting, maintaining and reporting on data
• Experience coordinating events, seminars and workshops
• Advanced proficiency with MS Office Suite, Microsoft Forms, student information systems (ROSI/ACORN), learning management systems (Quercus) and content management systems (Drupal)
• Excellent oral and written communications skills
• Excellent organizational and time management skills
• Strong initiative, attention to detail, interpersonal, proactive and highly resourceful
• Proven ability to work independently and effectively manage competing priorities while maintaining a high degree of accuracy and quality
• Must be able to cope with pressures and deadlines while adapting to evolving processes and procedures
• Excellent judgement and diplomacy on confidential issues

Assets (Nonessential):

• Experience working with Graduate Education Management System (GEMS) and FileMaker

To be successful in this role you will be:

• Organized
• Problem solver
• Resourceful
• Self-directed

Closing Date: 08/05/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $61,600 with an annual step progression to a maximum of $78,775. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Andrea Varicak

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.