Administrative Coordinator, Academic Appointments & HRIS

InsideHigherEd; Greater Sudbury; On-site; CAD 70,000 - 91,000; Full time

Job summary

InsideHigherEd seeks an Administrative Coordinator for the Temerty Faculty of Medicine at the University of Toronto. The role involves managing academic appointments and providing administrative support in a high-volume environment, requiring meticulous attention to detail and strong interpersonal skills. Ideal candidates will have relevant experience and proficiency in MS Office and HRIS tools.

Qualifications

• Minimum three years relevant experience in interpreting, applying and advising on policies.
• Familiarity with Faculty of Medicine and affiliated hospital policies.
• Proven ability to work effectively with competing deadlines.

Responsibilities

• Coordinate all academic appointments, onboarding, and reviews.
• Draft and proof internal and external communications.
• Processing payroll transactions and maintaining HRIS records.

Skills

Attention to detail

Interpersonal skills

Problem-solving

Organizational skills

Education

Advanced College Diploma (3 years)

Tools

MS Office Suite

HRIS

Laserfiche

Job description

Administrative Coordinator, Academic Appointments & HRIS

Date Posted : 06 / 04 / 2025

Faculty / Division : Temerty Faculty of Medicine

Department : Dept of Psychiatry

Campus : St. George (Downtown Toronto)

Position Number : 00040497

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 :

As one of the largest Departments of Psychiatry in the world, we serve as a catalyst for progress, mobilizing partners and resources to improve the outcome of those living with mental illness. We strive to provide the best care to today’s patients and to transform the understanding and treatment of mental illness and addiction for the patients of tomorrow.

As the Administrative Coordinator, Academic Appointments & HRIS, you will coordinate the clinical (MD) and status only 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 policies and relevant information from multiple sources will ensure that that we continue to supportour strong clinicians, teachers, educators, quality improvers and researchers.

Your responsibilities will include :

• Coordinates all academic appointments, including onboarding, reviews, re-appointments, and junior promotions (clinical and non-clinical)
• Acts as first point of contact and resource to the department and hospital sites on faculty appointment processes
• Drafting, editing, proofreading and fact-checking internal and external communications and correspondence on behalf of the Chair
• Providing committee support, including scheduling meetings, developing agendas, taking minutes and following up on action items
• Processing payroll transaction and updating and maintaining HRIS records
• Collating and organizing data and preparing draft statistical reports and summaries
• Providing orientation and training to department faculty and hospital site administrators

Essential Qualifications :

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years relevant experience in interpreting, applying and advising on policies and practices
• Familiarity with Faculty of Medicine and affiliated hospital policies and procedures
• Knowledge of and experience processing the University’s academic appointments and promotions policies and procedures
• Experience working with and supporting senior level committees
• Experience drafting correspondence and communications with minimal revisions
• Experience processing payroll transactions
• Experience managing data and generating statistical reports
• Experience providing training and delivering orientations
• Advanced proficiency in MS Office Suite
• Experience working with HRIS, Laserfiche, FOCUS and Microsoft OneDrive
• Excellent interpersonal and communication skills (both verbal and written), and have the ability to concisely summarize information from multiple sources
• Must be an effective problem solver and have exceptional organizational and time management skills
• Strong initiative, resourceful, and meticulous attention to detail
• Proven ability to work effectively with competing deadlines while managing multiple responsibilities and priorities
• Excellent judgement on issues of confidentiality

To be successful in this role you will be :

• Articulate
• Meticulous
• Resourceful
• Self-directed

Closing Date : 06 / 12 / 2025, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Continuing

Schedule : Full-Time

USW Pay Band 10 $70,844. with an annual step progression to a maximum of $90,595. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

Job Category : Administrative / Managerial

Recruiter : Amanda Krmek

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.

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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 [emailprotected] .

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