Academic Appointments & HRIS Assistant

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

Job summary

University of Toronto's Temerty Faculty of Medicine seeks an Academic Appointments & HRIS Assistant to coordinate clinical (MD) faculty appointments and the academic life cycle. You will support committees, manage agendas and logistics, and handle payroll and reporting in a high-volume university environment.

The role requires a diploma or equivalent experience, 3+ years in a university or teaching hospital setting, and strong HRIS/tool proficiency.

Qualifications

• Advanced college diploma (3 years) or equivalent experience.
• Minimum three years relevant experience, preferably in university or teaching hospital.
• Familiarity with University of Toronto policies and procedures.
• Experience interpreting and processing academic appointments and promotions policies, and informing senior stakeholders.
• Experience managing databases and generating reports.
• Experience drafting correspondence and supporting committees.
• Experience processing payroll transactions.
• Advanced computer skills, including MS Office Suite.
• Experience with document management software and the portal.
• Experience with HRIS, Taleo, Laserfiche and FOCUS.
• Exceptional verbal and written communication, listening, interpersonal and presentation skills.
• Strong organizational skills and ability to set priorities.
• Ability to multi-task on varied duties and adapt.
• Relentless attention to detail and accuracy.
• Strong customer service orientation and ability to interact tactfully and confidentially.

Responsibilities

• Tracking applicant files and verifying documents for accuracy and completeness.
• Interpreting and applying rules and policies with detailed explanations to stakeholders.
• Supporting senior committees with agendas, minute taking and logistics coordination.
• Coordinating and tracking endowed chair appointments.
• Proofing and posting faculty position advertisements.
• Processing payroll transactions and generating reports.

Job description

Academic Appointments & HRIS Assistant

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 Medicine is one of the largest in North America, with 830 full-time faculty members, 1,000 postgraduate trainees, and 20 specialty and sub-specialty divisions located across six fully-affiliated hospitals, four community-affiliated hospitals and more than a dozen additional clinical practice sites. We are a powerhouse of medical research, with more than $162-million in annual research funding. This research generates new knowledge with the goal of meaningfully impacting internal medicine training and the care and health outcomes of patients and their families. As Academic Appointments & HRIS Assistant, you will work collaboratively within a team of administrators to coordinate the clinical (MD) faculty appointments processes and academic life cycle. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key information from multiple sources will ensure that we support strong clinicians, teachers, educators, quality improvers and researchers who will shape the next generation of internal medicine specialists.

Your responsibilities will include:

• Tracking applicant files and verifying the accuracy and completeness of documents
• Interpreting and applying rules and policies, and providing detailed explanations to stakeholders
• Supporting senior level committees, including agendas, minute taking and coordinating logistics
• Coordinating and tracking endowed chair appointments
• Proofing and posting advertisements for faculty positions
• Processing payroll transactions and generating reports

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years relevant experience, preferably in a University or teaching hospital environment
• Familiarity with the University of Toronto's, Faculty of Medicine's and affiliated hospital policies and procedures
• Demonstrated experience interpreting and processing the University’s academic appointments and promotions policies and procedures, and informing senior stakeholders accordingly
• Demonstrated experience managing databases and generating reports
• Experience drafting correspondence and working with and supporting committees
• Experience processing payroll transactions
• Advanced computer skills, including MS Office Suite
• Experience working with document management software and the portal
• Experience with HRIS, Taleo, Laserfiche and FOCUS
• Exceptional communication (verbal and written), listening, interpersonal and presentation skills
• Strong organizational skills with a demonstrated ability to set priorities
• Ability to work in an environment that requires multi-tasking on varied duties, and adaptability
• Relentless attention to detail and accuracy
• Strong customer service orientation and ability to interact with people in a tactful, polite, confidential, professional and diplomatic way

Assets (Nonessential):

• Knowledge of clinical (MD) faculty appointments policies

To be successful in this role you will be:

• Communicator
• Meticulous
• Multi-tasker
• Organized
• Tactful
• Team player

Please note: This is an 12-month term position.

Closing Date: 11/13/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
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 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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