Executive Assistant & Academic Appointments Coordinator

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:

The Department of Pharmacology & Toxicology is among the oldest in North America. We are one of the top Pharmacology and Toxicology Departments in the world due to our high quality research and education. We offer training in pharmacology and toxicology to both undergraduate and graduate students who may subsequently go on to do exciting research, regulatory and administrative careers in academic, industrial, and healthcare provision settings.

As Executive Assistant & Academic Appointments Coordinator, you will ensure the effective and efficient operation of the Chair's Office while providing high-quality administrative support for academic searches, appointments, tenure, promotion, and review processes. Working closely with faculty members, academic leaders, committees, and stakeholders, you will coordinate a broad range of academic and administrative activities that require exceptional attention to detail, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced environment. Your ability to interpret policies, coordinate complex processes, and maintain confidential information will help support the Department's academic mission and strategic priorities.

Your responsibilities will include:

• Providing executive and administrative support to the Chair, including managing complex calendars, coordinating meetings and correspondence, monitoring deadlines, arranging travel, preparing materials, and acting as a first point of contact for enquiries
• Coordinating academic search and appointment activities, including supporting faculty recruitment processes, tracking applications, coordinating interviews and academic presentations, managing recruitment documentation, collecting committee feedback, and preparing appointment-related materials
• Supporting tenure, promotion, and academic review processes, including collecting and managing documentation, maintaining confidential records, coordinating committee review activities, preparing reports and summaries, and ensuring adherence to established policies, procedures, and deadlines
• Supporting communications and information management activities, including drafting and editing correspondence, newsletters, websites, handbooks, and other communications materials; maintaining records and databases; and preparing reports and statistical summaries
• Coordinating committee and operational activities, including preparing agendas and minutes, tracking action items, supporting committee processes, coordinating departmental event logistics and travel arrangements, processing expense reimbursements, and providing guidance on administrative procedures and practices

Essential Qualifications:

• Advanced College Diploma (3 years) or an acceptable combination of equivalent experience
• Minimum three (3) years of related experience in a senior administrative role, preferably in a university, healthcare, or research environment
• Demonstrated experience providing executive-level administrative support, including managing complex calendars, coordinating meetings, and supporting senior leaders
• Demonstrated experience supporting academic searches, appointments, promotion, tenure, review, or other faculty affairs processes
• Experience coordinating committees, including agenda preparation, minute taking, and follow-up on action items
• Experience drafting, editing, proofreading, and formatting correspondence, reports, presentations, and communications materials
• Experience coordinating events, interviews, travel arrangements, and academic programming activities
• Experience maintaining records, databases, and confidential information with a high degree of accuracy and discretion
• Experience interpreting and applying policies, procedures, and guidelines, and providing guidance on their application
• Experience maintaining websites, digital platforms, or online information resources
• Advanced proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint) and virtual meeting platforms
• Strong organizational and time-management skills with the ability to manage multiple competing priorities and deadlines
• Excellent written and verbal communication skills, including the ability to communicate and summarize complex information clearly and concisely
• Strong problem-solving skills, attention to detail, and ability to exercise tact, discretion, sound judgment, and confidentiality
• Demonstrated ability to work independently and collaboratively in a team environment

Assets (Nonessential):

• Familiarity with Temerty Faculty of Medicine and affiliated hospital policies and procedures
• Experience with document management systems such as Laserfiche and applicant tracking systems such as SuccessFactors

To be successful in this role you will be:

• Communicator
• Meticulous
• Organized
• Responsible
• Tactful

Closing Date: 10/19/2026, 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
Divisional HR Office Email: View email address on jobs.utoronto.ca

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.