Administrative Coordinator, Academic Reviews

University of Toronto

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 Administrative Coordinator, Academic Reviews, you will be responsible for coordinating cyclical reviews for units and programs across the faculty and serving as a key administrative support for the Associate Dean, Faculty and Academic Life and their broader portfolio. Working closely with the Manager, Governance and Academic Reviews, you will administer end-to-end academic review cycles, including liaising between departments and stakeholders, maintaining senior staff calendars, coordinating program assessment schedules and event logistics for both in-person and virtual formats. Your exemplary professionalim, and superior organizational and communication skills, will enable you to act as a trusted liaison between our leadership team and external partners, strengthening our governance frameworks for a leading medical school.

Your responsibilities will include:

• Coordinating project timelines and milestones by developing task schedules in alignment with project goals
• Drafting, editing, and formatting correspondence, reports, and presentations ensuring high standards through careful proofreading and fact-checking
• Providing committee support, scheduling calendars and coordinating end-to-end travel logistics, including preparing itineraries, booking flights and accommodations
• Gathering and verifying documentation required for accreditation and program reviews to ensure full compliance with requirements
• Determining logistical details and activities for events and programming
• Analyzing processes and recommending changes for more efficient coordination of operations

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum five years related administrative experience, preferably in a University or hospital environment
• Experience supporting and coordinating accreditation and/or academic program reviews
• Demonstrated experience dealing with highly sensitive and confidential matters and providing administrative support to senior committees and leadership, including calendar management
• Experience coordinating multiple projects and time-sensitive priorities
• Experience serving as the first point of contact, screening enquiries, proactively coordinating conflicting schedules and coordinating frequent travel arrangements
• Experience independently drafting correspondence, reports and presentations, including on the behalf of senior leadership
• Experience reviewing existing processes and making recommendations for improvement and implementation
• Experience or exposure to implementing AI tools, automation, or emerging technologies to streamline administrative workflows and increase operational efficiency
• Advanced proficiency with M365, including experience with Sharepoint and MS Planner
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information
• Superior organizational skills and the ability to deal effectively with multiple priorities and projects with conflicting deadlines
• Ability to adjust to changing priorities and interruptions and the ability to anticipate the needs of senior leadership and flag questions or opportunities before issues arise
• 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, learners and individuals external to the University
• Ability to maintain strict confidentiality

Assets (Nonessential):

• Knowledge of the Temerty Faculty of Medicine, its hospital affiliations and partners
• Proficiency with Microsoft Power Platform

To be successful in this role you will be:

• Articulate

• Communicator

• Diplomatic

• Organized

• Procedural

• Tactful

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

• Employee Group: USW

• Appointment Type: Budget - Continuing

• Schedule: Full-Time Pay Scale Group & Hiring Zone:

• USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

• Job Category: Administrative / Managerial

• 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.

• The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous. For more information about this process, please refer to the Indigenous Substantiation Website.

Job Segment:

• Administrative Assistant, Copy Editor, Proofreading, Rehabilitation, Equity, Administrative, Creative, Healthcare, Finance