Departmental Assistant
University of Toronto
Departmental Assistant
Date Posted: 01/17/2025
Req ID: 41350
Faculty/Division: Temerty Faculty of Medicine
Department: Dept of Obstetrics & Gynaecology
Campus: St. George (Downtown Toronto)
Position Number: 00045158
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:
Founded in 1843, the Department of Obstetrics and Gynaecology at the University of Toronto is globally recognized for its role as an influential leader in all dimensions of women’s health. Our faculty members generate practice-changing research, improve national standards of care, advance public policy, and prepare the next generations of physician-leaders in the field. With this position, you would be joining a dynamic administrative team who directly facilitate and support the advancement of research, education, and knowledge translation in obstetrics and gynaecology, from a local to a global perspective.
As the Departmental Assistant within the Department of Obstetrics and Gynaecology, you will play an essential role in supporting the operational functions of the department. You will provide a full range of administrative support to departmental staff while also serving as the first point of contact for all enquiries. You will also provide direct administrative support to our undergraduate program. Your demonstrated commitment to quality customer service, resourcefulness and solid organizational and problem solving abilities will be key to ensuring the effective operation of the Department of Obstetrics and Gynaecology.
Your responsibilities will include:
- Serving in a front line capacity and responding to program enquiries via email, phone, and in person, redirecting to others as appropriate
- Providing support to departmental committees, including taking and distributing minutes, booking rooms and organizing schedules and agendas
- Supporting with the execution of events by coordinating materials and determining logistical details and activities
- Liaising with internal and external contacts to ensure consistent administration procedures are followed
- Writing routine documents and correspondence in support of the Chair and the Business Manager
- Making minor purchases, collaborating on cost estimates and collecting and submitting financial documents fro review and processing
- Performing routine data entry and scanning, filing and copying documents
Essential Qualifications:
- College Diploma (2 years) or acceptable combination of equivalent experience
- Minimum of two (2) years related administrative experience preferably in a university or hospital setting
- Experience providing front line administrative support including responding to inquiries from a wide variety of stakeholders
- Experience with collecting and submitting expense reimbursement claims and collecting all supporting financial documentation required
- Experience supporting committees (i.e. taking and distributing minutes, developing agendas, coordinating schedules and logistical details)
- Experience coordinating event logistics and planning
- Aptitude for prioritizing tasks with a meticulous attention to detail
- High proficiency with Microsoft Office suite (Excel, Word, PowerPoint and Outlook)
- Exceptional oral and written communication skills
- Solid team player with excellent customer service, interpersonal and problem solving skills
To be successful in this role you will be:
- Communicator
- Organized
- Possess a positive attitude
- Problem solver
- Resourceful
- Team player
Closing Date: 01/29/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 -- $59,172. with an annual step progression to a maximum of $75,673. 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.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Diversity Statement
The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.
As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.
Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.
The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.
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