Academic Appointments Administrator

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's 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 Department of Family and Community Medicine (DFCM) is recognized internationally for its clinical, educational and research excellence. Our faculty are clinical and academic leaders who are breaking new ground on issues ranging from inner city health, addiction medicine, global health, palliative care, immigrant and indigenous health, and far more.

As the Academic Appointments Administrator, you will play an integral role serving as the primary resource for all clinical and non-MD faculty appointments. You will coordinate the academic appointments process and exemplify professional and customer service excellence by responding to a wide range of enquiries and providing accurate information and guidance. Your strong organizational and customer service skills, combined with your meticulous attention to detail, will be critical to supporting a fair and equitable appointments process and advancing faculty members’ career progression.

Your responsibilities will include:

• Administering academic appointment, reappointment, promotion, and renewal processes, including collecting dossier materials and ensuring the completeness and accuracy of documentation
• Providing information and guidance to leadership, program staff, hospital site assistants, and other stakeholders on faculty appointment processes and responding to appointment-related enquiries
• Providing committee support, including coordinating meeting schedules, agendas, materials, action and follow-up items, and taking and distributing meeting minutes
• Providing formal job-related training
• Processing payroll and supporting HRIS administration, including collecting documentation, entering personnel and salary information, verifying transactions, and resolving processing issues
• Maintaining databases and records, verifying data accuracy, generating reports, and implementing administrative workflow improvements

Essential Qualifications:

• Bachelor's degree or an acceptable combination of education and experience
• Minimum three (3) years of related administrative experience in a university, hospital, or similarly complex environment
• Demonstrated experience administering appointment and promotion processes, including maintaining appointment documentation and dossier materials
• Demonstrated experience with database administration and troubleshooting, including maintaining records, entering personnel and salary information, and verifying data accuracy
• Experience analyzing and interpreting administrative data and generating reports to support operational requirements
• Experience coordinating project timelines, deliverables, action items, and status reporting
• Experience implementing administrative process and workflow improvements
• Experience coordinating meetings and committee activities, including schedules, agendas, materials, and meeting minutes
• Experience providing job-related guidance and training
• Experience writing and editing communication materials and correspondence
• Advanced proficiency in Microsoft Office Suite, survey tools, and digital content management systems
• Experience using records management and workflow platforms, including Laserfiche, FOCUS, and Airtable
• Ability to interpret requirements and develop processes and procedures
• Strong stakeholder engagement, interpersonal, and communication skills, with the ability to foster cooperative working relationships with a wide range of internal and external contacts
• Strong organizational, prioritization, and time-management skills, with the ability to manage tight timelines, a busy workload, and competing demands
• Strong attention to detail and discretion when handling sensitive or confidential information and verifying the accuracy and completeness of records

Assets (Nonessential):

• Experience with HRIS and processing payroll transactions
• Knowledge of clinical (MD) faculty appointments
• Knowledge and familiarity with the University of Toronto’s Faculty of Medicine’s and affiliated hospital policies and procedures

To be successful in this role you will be:

• Communicator
• Efficient
• Meticulous
• Multi-tasker
• Organized
• Team player

Closing Date: 08/18/2026, 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.

Job descriptions are available upon request for internal applicants.