Project & Administrative Coordinator

University of Toronto; Toronto; On-site; CAD 81,000 - 104,000; Full time

Job summary

University of Toronto seeks a Project & Administrative Coordinator to manage the Office of the Associate Dean, Academic (Education Office) and its portfolio, including program quality, accreditation, and student conduct. You will support senior leadership and ensure smooth operations of education programs.

The role requires coordinating Faculty-wide projects, managing calendars, and producing concise reports.

Qualifications

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years of project coordination and/or administrative support in a university setting.
• Experience with accreditation or quality assurance is an asset.
• Experience collaborating with internal and external stakeholders.
• Experience updating course information in campus systems.
• Experience with Concur and expense reimbursements.
• Experience preparing contracts using templates.
• Experience writing program descriptions and reports.
• Experience implementing administrative workflow improvements.
• Strong MS Office skills and discretion.

Responsibilities

• Plan and implement project phases.
• Execute tasks according to schedules and plans.
• Research, analyze, and propose solutions to project challenges.
• Track and report project progress and documentation accuracy.
• Coordinate tasks with stakeholders across units.
• Maintain senior staff calendars and course information in SIS.

Skills

Project coordination

Administrative support

Stakeholder management

Accreditation knowledge

Contract preparation

Report writing

Process improvement

Calendar management

Confidentiality

Communication skills

Education

Bachelor's Degree or equivalent experience

Tools

Concur

Student information systems

Microsoft 365 / SharePoint

Job description

Project & Administrative Coordinator

Date Posted: 09/08/2026 Req ID: 50103 Faculty/Division: Faculty of Pharmacy Department: Faculty of Pharmacy Campus: St. George (Downtown Toronto) Position Number: 00041849 Existing Vacancy: Yes

About us

The Leslie Dan Faculty of Pharmacy at the University of Toronto is Canada’s top faculty of pharmacy and ranked among the top in the world. We bring together Canada’s leading scientists, researchers, and educators in the heart of Toronto’s innovation and health research ecosystem. We advance professional pharmacy practice and pharmaceutical science through world-leading education and research and are recognized worldwide for our outstanding scholarship, ingenuity, creativity, and impact.

Our faculty, students, staff, and alumni come together to create a vibrant, collaborative environment rich with possibilities. We are at the forefront of redefining pharmacy’s impact in health care and developing the capacity of pharmaceutical science to pinpoint better therapeutic targets, create new ways of building medications, and ensure medication use is safe and effective. We are committed to achieving inclusive excellence and fostering an environment where each member of our community can achieve their full potential.

Learn more: www.pharmacy.utoronto.ca

Your opportunity

Reporting to the Director, Academic Administrative Services and to the Associate Dean, Academic, the incumbent is responsible for the effective and efficient operation of the Office of the Associate Dean, Academic (Education Office) and its portfolio, which encompasses all academic programs offered by the Leslie Dan Faculty of Pharmacy and includes matters pertaining to overall program quality, program review and accreditation and student conduct. Additionally, the incumbent provides executive assistance to the Associate Dean, Academic in a range of responsibilities.

Your responsibilities will include:

• Planning and implementing project phases
• Executing assigned tasks according to production schedules and project plans
• Researching, analyzing and recommending solutions to project challenges
• Tracking and collecting information on project progress
• Verifying the accuracy of information in project documentation
• Coordinating tasks for projects and other strategic initiatives with stakeholders
• Maintaining senior staff calendars
• Maintaining course information on student information systems

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum five years of experience providing project coordination and/or administrative support in a university environment.
• Demonstrated experience planning and coordinating Faculty or Departmental-wide projects. Experience with accreditation and/or quality assurance reviews is an asset.
• Experience working effectively with internal and external (i.e., preceptors) stakeholders.
• Experience maintaining course information (i.e., updating course information and changes) on student information systems.
• Experience with Concur (or similar expense reimbursement platforms) and submitting expense reimbursements.
• Experience preparing contracts using defined criteria and templates.
• Experience writing summary reports on programs and services.
• Experience implementing plans and process improvements for administrative workflows.
• Experience maintaining senior staff calendars.
• Advanced proficiency with Microsoft 365 Office Suite, particularly Excel, Word, Planner, PowerPoint, Outlook, and SharePoint.
• Excellent interpersonal and communication skills, both verbal and written.
• Superb organizational skills, time management, and problem-solving skills, and attention to detail with the ability to balance multiple priorities and projects with conflicting deadlines.
• Proven ability to work independently with a high degree of initiative, discretion, and tact; ability to work cooperatively in a team environment.
• Ability to maintain a high level of confidentiality.

To be successful in this role you will be:

• Adaptable
• Communicator
• Diligent
• Diplomatic
• Proactive
• Resourceful

Note:

• This is a term position until October 2027.

Closing Date: 09/22/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term. This is a term position until October 2027.
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $81,312. with an annual step progression to a maximum of $103,986. 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, 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].

Job Segment

Information Systems, Pharmaceutical, QA, Administrative Assistant, Quality Assurance, Science, Technology, Administrative, Quality