Faculty Appointments Officer

University of Toronto; Toronto; On-site; CAD 72,000 - 93,000; Full time

Job summary

A top-tier educational institution in Toronto seeks a Faculty Appointments Officer to manage the faculty appointments and promotions processes. The role requires excellent organizational skills, knowledge of academic policies, and the ability to work collaboratively with various committees. The ideal candidate will have at least three years of administrative experience and a diploma in a relevant field. This is a full-time, continuing position with a competitive salary range of $72,119 - $92,226.

Qualifications

• Minimum three years of relevant administrative experience, preferably in an academic or health-related environment.
• Experience interpreting and applying policies and procedures.
• Demonstrated ability to work independently and as part of a collaborative team.

Responsibilities

• Administer the academic appointment, promotion, and review processes.
• Gather and organize documentation required for academic processes.
• Support the Appointments and Promotions Committee.

Skills

Organizational skills

Attention to detail

Communication skills

Database management

Microsoft Excel

Education

Advanced College Diploma in a relevant field

Tools

Microsoft Word

PowerPoint

Outlook

Job description

Overview

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: Founded in 1843, the Department of Obstetrics and Gynaecology at the University of Toronto is globally recognized for its role as an influential leader in all dimensions of women’s health. Our faculty members generate practice-changing research, improve national standards of care, advance public policy, and prepare the next generations of physician-leaders in the field. With this position, you would be joining a dynamic administrative team who directly facilitate and support the advancement of research, education, and knowledge translation in obstetrics and gynaecology, from a local to a global perspective.

As the Faculty Appointments Officer you will work collaboratively with OBGYN departmental committees and HR colleagues to coordinate all administrative aspects of the faculty appointments and promotions processes. You will also serve as the primary administrator of the department’s teaching evaluation data, requiring you to have a high degree of precision and meticulous attention to detail. Your superior organizational skills and ability to function in a fast-paced work environment will ensure the academic promotions process progresses in accordance with the applicable policies, procedures and guidelines.

Responsibilities

• Administering the academic appointment, promotion, and review processes for clinical and status-only faculty
• Gathering and organizing documentation required for academic appointments and promotions and related processes
• Providing support to the Appointments and Promotions Committee, including taking minutes, organizing schedules and providing applicant information
• Analyzing and managing database records
• Preparing draft statistical reports and summaries as required by hospital chiefs, department leadership, and the Promotions Committee
• Serving as a resource to applicants by providing guidance on procedures

Essential Qualifications

• Advanced College Diploma in a relevant field, or acceptable combination of equivalent education and experience
• Minimum three (3) years of relevant administrative experience, preferably in an academic or health-related environment
• Demonstrated experience interpreting and applying policies and procedures, including processing academic appointments and promotions
• Experience analyzing and managing complex databases
• Experience supporting committees, including taking and transcribing meeting minutes, developing agendas, and arranging logistics
• High proficiency with Microsoft Word, PowerPoint, and Outlook
• Intermediate to advanced skills in Microsoft Excel, especially in functions related to filters and statistical analysis
• Demonstrated ability to produce accurate, high quality work while handling confidential information with tact and discretion
• Strong organizational and time-management skills with a proven ability to meet deadlines, balance competing priorities, and remain effective under pressure
• Effective oral and written communication skills, including drafting, editing, and proofreading a wide range of documents
• Demonstrated ability to work independently with initiative and sound judgement, while contributing effectively as part of a collaborative team

Assets (Nonessential)

• Direct experience with the academic appointments and promotions processes at the University of Toronto
• Experience with Laserfiche, HRIS, POWER and MedSIS

To be successful in this role you will be

• Meticulous
• Organized
• Tactful
• Team player

Closing Date: 10/05/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: Sana J Mahmood

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].