Receptionist and Administrative Assistant – Clinical Affairs

Job title: Receptionist and Administrative Assistant – Clinical Affairs

Job description: Date Posted: 02/05/2024
Req ID: 35882
Faculty/Division: Temerty Faculty of Medicine
Department: Rehabilitation Sciences Sector
Campus: St. George (Downtown Toronto)
Position Number: 00036669

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 Rehabilitation Sciences Sector (RSS) in the Temerty Faculty of Medicine is a worldleader in the delivery of rehabilitation sciences health professional programs and research. The RSS is comprised of four essential departments: Department of Physical Therapy (PT), Department of Occupational Science and Occupational Therapy (OSOT), Department of Speech-Language Pathology (SLP) and the Rehabilitation Sciences Institute (RSI).

As Receptionist and Administrative Assistant, you will serve in a front line capacity, providing confidential administrative support to the Rehabilitation Sciences Sector. You will be entrusted with a variety of administrative and program tasks that require a great deal of tact, attention to detail and adaptability within an unpredictable, fast paced environment. Your demonstrated commitment to quality customer service and solid organizational and interpersonal skills will be key to ensuring the effective operation of the department.

Your responsibilities will include:

• Acting as the first point of contact, resolving issues and escalating problems as required
• Scheduling appointments, resolving scheduling conflicts, booking rooms and arranging accomodations
• Determining logistical details and activities for events and coordinating travel arrangements
• Coordinating meetings, including taking minutes, preparing agendas, and following up on action items
• Drafting and editing partnership agreements
• Preparing and issuing invoices and verifying supporting documentation

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent experience
• Minimum two (2) years of related administrative experience, preferably within a university setting
• Experience serving as a first point of contact and triaging requests
• Experience scheduling and coordinating meetings, and maintaining schedules and calendars
• Experience coordinating event logistics
• Experience drafting documents and correspondence
• Experience providing program support and liaising with students
• Experience with basic account reconciliation
• Experience assisting with department operations (courier, building access, equipment and supplies, room bookings)
• Advanced proficiency with MS Office Suite, SharePoint, Learning Space Management systems, survey tools and virtual meeting platforms
• Excellent oral and written communication skills
• Excellent organizational skills, time management and problem-solving skills with the ability to meet conflicting priorities and balance multiple projects
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Ability to work independently,show initiative and exercise diplomacy and good judgment; and also the ability to work cooperatively
• Proven effectiveness in relating to all levels of faculty, staff , students and individuals external to the University
• Strong commitment to accuracy and attention to detail

Assets (Nonessential):

• Experience drafting and editing partnership agreements
• Experience using Security Access Control For Education (SALTO)

To be successful in this role you will be:

• Approachable
• Communicator
• Organized
• Team player

Closing Date: 02/13/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 07 — $58,012 with an annual step progression to a maximum of $74,189. 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 .

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 .

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