Administrative & Events Coordinator

University of Toronto; Toronto; On-site; CAD 67,000 - 87,000; Full time

Job summary

A prestigious educational institution in Toronto seeks an experienced Administrative & Events Coordinator to support the Dean and CAO. This role involves managing calendars, coordinating events, and facilitating logistics to ensure seamless operations. Candidates should have strong organizational skills and a commitment to creating an inclusive environment. The position offers competitive pay and opportunities for growth.

Qualifications

• Minimum three years of progressive administrative experience, preferably in a University or hospital environment.
• Demonstrated experience acting as a first point of contact and managing calendars.
• Experience supporting senior committees and taking minutes.

Responsibilities

• Act as the first point of contact for general enquiries.
• Coordinate schedules and logistics for events.
• Maintain a calendar of TFOM events and provide calendar management support.

Skills

Customer service orientation

Organizational skills

Attention to detail

Effective interpersonal skills

Problem-solving

Multi-tasking

Education

Advanced College Diploma (3 years)

Tools

MS Office

Virtual conference platforms

Job description

Date Posted: 11/28/2025

Req ID: 46261

Faculty/Division: Temerty Faculty of Medicine

Department: Office of the Dean

Campus: St. George (Downtown Toronto)

Position Number: 00056134

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 Temerty Faculty of Medicine (TFOM) trains the next generation of Canada’s leading physicians, scientists and rehabilitation specialists, as one of the world’s top research‑intensive medical faculties. More than 900 dedicated staff – on the St. George campus and beyond – support this work under the leadership of the Dean of Medicine across educational units, academic departments, research laboratories and corporate offices.

As Administrative & Events Coordinator, you will work under the leadership of the Executive Assistant to anticipate operational needs, navigate emerging priorities, and provide agile calendar management support to both the Dean and Chief Administrative Officer (CAO). You will also assist in the planning and execution of faculty‑wide events designed to recognize and celebrate the contributions of faculty and staff across Temerty Medicine. Your professional and approachable demeanor, keen attention to detail and strong organizational skills will enable you to cultivate an inclusive and welcoming environment, provide proactive support and coordinate the seamless delivery of exceptional events on behalf of the Dean and CAO office.

Your responsibilities

• Acting as the first point of contact for general enquiries and redirecting as appropriate
• Determining logistical details and activities for events, including coordinating schedules, liaising with internal and external service providers, and drafting communications
• Maintaining a calendar of TFOM events and providing calendar management support to the Dean and CAO
• Coordinating meeting schedules, booking rooms, and arranging appropriate accommodations
• Supporting senior level committees, including agenda preparation, minute taking and following up on actionable items
• Creating and editing documents, and maintaining TFOM website content

Essential Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three years of progressive administrative experience, preferably in a University or hospital environment.
• Demonstrated experience acting as a first point of contact and managing calendars on behalf of senior leadership
• Demonstrated full-cycle event coordination experience (in‑person, hybrid), supporting logistics, scheduling, drafting internal and external communications, and liaising with service providers
• Experience supporting senior committees, including demonstrated proficiency in taking complex minutes independently, with little editing required
• Experience drafting and editing correspondence and documents and maintaining websites
• Experience supporting department operations, including purchasing and coordinating work with Facilities and Services
• Experience dealing with sensitive and confidential matters is essential
• High level of proficiency with MS Office, virtual conference platforms, databases and presentation software, and the ability to troubleshoot audio/visual technologies
• Professional demeanour with a strong customer service orientation and effective interpersonal skills
• Must have strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information
• Must be an effective problem solver and have exceptional organizational and time management skills, with an ability to work under pressure and balance competing priorities
• Demonstrated ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively and be an effective team member
• Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University
• Ability to maintain strict confidentiality

Assets (Nonessential)

• Knowledge of the Temerty Faculty of Medicine and its community partners, including application of its policies and procedures

To be successful in this role

• Multi‑tasker
• Proactive
• Resourceful
• Tactful

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

Employee Group: USW

Appointment Type: Budget - Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 09 -- $67,916, with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: Dinuka Perera

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.

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] .