Academic Appointments Administrator

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

Job summary

The University of Toronto — Temerty Faculty of Medicine, Department of Family & Community Medicine, is seeking an Academic Appointments Administrator at the St. George campus in downtown Toronto.

You will manage the academic appointments lifecycle for non-MD faculty, coordinate processes, and deliver high-level service with attention to detail. You will guide leadership and staff on appointment policies, draft communications, support committees, and maintain HRIS data and reports.

Qualifications

• Three-Year Advanced College Diploma in Business Administration or related field.
• 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.
• Experience providing 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.
• Advanced proficiency in MS Office Suite, survey tools and content management systems.
• Exceptional interpersonal and communication skills, both verbal and written.

Responsibilities

• 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

Skills

MS Office Suite

Databases

HRIS

Survey tools

Content management systems

Communication

Policy interpretation

Organizational skills

Training delivery

Interpersonal skills

Education

Three-Year Advanced College Diploma in Business Administration

Tools

MS Office Suite

HRIS

Content management systems

Survey tools

Job description

Academic Appointments Administrator

Date Posted: 10/28/2026

Req ID: 50817

Faculty/Division: Temerty Faculty of Medicine

Department: Dept of Family & Community Medicine

Campus: St. George (Downtown Toronto)

Position Number: 00056813

Existing Vacancy: Yes

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:

• Communicator


• Efficient


• 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 invited 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 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 [e-mail].

Indigenous Substantiation Process

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.

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