Academic Appointments Administrator

University of Toronto; Toronto; On-site; CAD 75,000 - 96,000; Full time

Job summary

The University of Toronto’s Temerty Faculty of Medicine invites applications for the Academic Appointments Administrator in the Department of Family and Community Medicine. You will serve as the primary resource for non-MD faculty appointments and coordinate the appointment process with meticulous attention to detail and exceptional customer service.

You will administer appointments, renewals and reappointments, provide guidance to leadership and staff, and support committees with schedules,

Qualifications

• Three-Year Advanced College Diploma in Business Administration or related field is required.
• Minimum three years of related administrative experience in university/hospital settings.
• Experience interpreting and processing academic appointments.
• Experience writing and editing communication materials and preparing status reports.
• Ability to manage databases and generate reports.
• Experience supporting committees (minutes, agendas, logistics).
• Experience interpreting and applying policies and procedures.
• Experience providing training.
• Proficiency in MS Office, survey tools, and content management systems.
• Strong written and verbal communication and customer service skills.

Responsibilities

• Administering academic appointments, reappointments and renewals and ensuring document completeness.
• Provide guidance on faculty appointments processes to leaders and staff.
• Write routing documents and correspondence.
• Support committees with scheduling, agendas, minutes, and room bookings.
• Provide formal job-related training.
• Process payroll and maintain HRIS information.
• Maintain databases and generate reports.
• Foster cooperative relationships with internal and external contacts.

Skills

Attention to detail

Interpersonal skills

Customer service

Discretion with confidential info

MS Office Suite

Database reporting

Communication

Education

Three-Year Advanced College Diploma in Business Administration or related field

Tools

MS Office Suite

Job description

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 Department of Family and Community Medicine (DFCM) is recognized internationally for its clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.

As the Academic Appointments Administrator, you will play an integral role serving as the primary resource for all clinical and (non-MD) faculty appointments. You will coordinate the academic appointments process and exemplify professional and customer service excellence by responding to multiple inquiries and providing accurate information and advice. Your superior organization and customer service skills combined with your meticulous attention to detail will contribute to the ongoing appointment process in the Department of Family and Community Medicine.

Your responsibilities will include:

• Administering the academic appointments, reappointments and renewals process and ensuring the completeness of documents
• Providing information and guidance to leadership, program and hospital site assistants on the university’s faculty appointments, renewal processes and any appointment related inquiries
• Writing routing documents and correspondence
• Providing support to committee’s including coordinating meeting schedules, developing agendas, booking rooms and taking minutes
• Providing formal job-related training
• Processing payroll and maintaining information on HRIS
• Maintaining databases and generating reports
• Fostering cooperative working relationships with a wide variety of internal and external contacts

Essential Qualifications:

• Three-Year Advanced College Diploma in Business Administration or related field, or acceptable combination of equivalent experience
• Minimum three (3) years of related administrative experience, preferably in a University and/or hospital environment
• Experience interpreting and processing academic appointments
• Experience writing and editing communication materials and preparing status reports
• Demonstrated experience managing databases and generating reports
• Experienceproviding support to committees (i.e. taking and transcribing meeting minutes, developing agendas, making logistical arrangements)
• Experience interpreting and applying policies and procedures
• Experience providing training
• Advancedproficiency in MS Office Suite, survey tools and content management systems
• Exceptional interpersonal and communication skills, both verbal and written
• Strong customer service skills with an ability to work both independently and effectively with faculty members and other key stakeholders
• Ability to work professionally with confidential information
• Ability to interpret requirements and develop processes and procedures
• Strong attention to detail and document management
• Solid critical thinking, interpersonal and organizational skills
• Ability to exercise initiative, tact, discretion, problem‐solving skills and to work under pressure to meet deadlines
• Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and quality

To be successful in this role you will be:

• Meticulous
• Multi-tasker
• Organized
• Team player

Closing Date: 11/05/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email: [e-mail]

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.

Job descriptions are available upon request for internal applicants.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectivelyaddress and serve the interests of our global community.

Westrongly encourage applications from Indigenous Peoples,Black and racialized persons, women, persons withdisabilities, and people of diverse sexual and gender identities.We value applicants who have demonstrated a commitment toequity, diversity and inclusion and recognize that diverseperspectives, experiences, and expertise are essential tostrengthening 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 [e-mail] .

The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous. For more information about this process, please refer to the Indigenous Substantiation Website .