Course Administrator

University of Toronto; Toronto; On-site; CAD 64,000 - 82,000; Full time

Job summary

University of Toronto, Faculty of Dentistry, invites applications for a Course Administrator. You will support educational programs, respond to faculty, staff and students, and coordinate instructors and accreditation documentation in a fast-paced environment.

You will schedule meetings, manage timesheets, and liaise with stakeholders to support initiatives such as faculty outreach, accreditation, and program reviews. Proficiency in MS Office, MS Teams, and Zoom is expected.

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• 2+ years admin support for educational programs with faculty, staff and students.
• Experience coordinating academic programs, exams, timetables and student records.
• Experience with filing, databases, reports and communications material.
• Experience supporting events and accreditation materials.
• Excellent written and oral communication and presentation skills.
• Able to work independently and in a team, under deadlines.
• Attention to detail, initiative and strong problem-solving.

Responsibilities

• Act as the first point of contact for general enquiries.
• Coordinate program activities and schedules with students and faculty.
• Schedule meetings, take minutes, distribute agendas and track follow-ups.
• Coordinate recruitment of instructors and sessional staff.
• Collect and submit timesheet data for processing.
• Prepare accreditation and academic audit documentation.

Skills

Administrative support

Event coordination

Communication skills

Time management

Attention to detail

Teamwork

Problem solving

Microsoft Office

MS Teams

Zoom

Education

Advanced College Diploma (3 years)

Experience in educational programs administration

Tools

Microsoft Word

Excel

PowerPoint

Database management

Job description

Description

About us: Exciting new advances and global challenges are radically reshaping the field of dentistry. Our vision at the Faculty of Dentistry at the University of Toronto is to not just address and respond to these changes – but to thoughtfully and conscientiously shape the field of the future.

With our robust and comprehensive educational training programs (DDS, MSc, PhD degrees, IDAPP and other specialty programs), our emphasis on community outreach and care, and our internationally known and interdisciplinary research mission, the Faculty of Dentistry at the University of Toronto continues to earn its reputation as one of the top dental schools in North America. Throughout more than 150 years of dental education -- the oldest, largest and most comprehensive training program in Canada -- we have striven to graduate the highest quality of students while providing the public the highest standards of care.

We are driving by our vision to improve health by advancing dentistry through inspired leadership, innovation, and excellence in education, research and practice.

Your opportunity

As a Course Administrator, you will be reporting to the Manager, Academic Administrative Services. The Course Administrator provides administrative support to the educational programs and initiatives by responding to faculty, staff and students in a customer service focused manner and redirecting as required for items that need to be escalated. The Course Administrator will provide confidential administrative support to the Vice‑Dean, Education in a dynamic, fast paced environment. The Course Administrator will work with students and faculty to coordinate program activities and schedules. Specific duties will include coordinating the recruitment of course instructors, sessional lecturers and/or stipend instructors, collecting and submitting timesheet data for processing, determining logistical details and activities for events and/or programming, following up regarding outstanding exams as well as liaising with stakeholders to support specific initiatives such as faculty outreach. The Course Administrator will schedule committee meetings, take and distribute meeting minutes, coordinate meeting schedules, agendas, materials, action and follow‑up items. The Course Administrator will gather materials for accreditation and/or program review according to requirements as well as prepare and distribute accreditation and/or academic audit documentation.

Your responsibilities will include

• Acting as the first point of contact for general enquiries
• Liaising with students and faculty to coordinate program activities
• Coordinating program schedules with stakeholders
• Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors
• Collecting and submitting timesheet data for processing
• Determining logistical details and activities for events and/or programming
• Coordinating meeting schedules, agendas, materials, action and follow‑up items
• Gathering materials for accreditation and/or program review according to requirements

Essential Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years of experience providing administrative support to educational programs and initiatives, working with faculty, staff and students.
• Demonstrated experience coordinating academic programs, coordinating examinations, course schedules and timetables, and verifying and monitoring student records.
• Experience in filing systems, maintaining a database, records management and generating reports.
• Experience with communications and preparation of assessment and educational materials.
• Experience supporting and coordinating events.
• Excellent written and oral communication and presentation skills.
• Ability to be comfortable working independently and in a team environment, as well as the ability to work under pressure to meet deadlines.
• Demonstrated initiative, accuracy and attention to detail.
• Effective problem‑solving, coordination and administrative skills.
• Efficient time management and organizational skills including the ability to follow detailed instructions accurately, prioritize and deal with multiple tasks to ensure all deadlines are met.
• Excellent interpersonal skills and customer skills including the ability to effectively interact with students, faculty, and the general public.
• Sound proficiency with Microsoft Office (including Word, Excel and PowerPoint), MS Teams, and Zoom.
• Demonstrated professional demeanor when dealing with internal and external stakeholders.

Assets (Nonessential)

• Knowledge of dentistry is considered an asset.

To be successful in this role you will be

• Approachable
• Communicator
• Diplomatic
• Multi‑tasker
• Organized
• Team player

Closing Date: 09/14/2026, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full‑Time

Pay Scale Group & Hiring Zone: USW Pay Band 08 -- $63,963. with an annual step progression to a maximum of $81,797. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialised 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 racialised 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 recognise 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].

Job Segment

Administrative Assistant, Records Management, Equity, Database, Administrative, Records, Research, Finance, Technology