Postdoctoral Affairs Officer

Description:

About us:

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions and operates through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

More information about the School of Graduate Studies is at:

Your opportunity:

This is a unique opportunity for an administratively skilled professional looking to grow their expertise while providing central support to divisions and their postdoctoral fellows at the University of Toronto. As a key member of the School of Graduate Studies team, the Postdoctoral Affairs Officer plays a meaningful role in shaping the experience of postdoctoral fellows across the University, contributing to SGS's broader mission of fostering excellence in graduate education and research.

Working with a dynamic team under the general direction of the Associate Director, Graduate Awards, Operations and Postdoctoral Affairs, the Postdoctoral Affairs Officer serves as the primary resource for postdoctoral fellows, faculty, and administrators on postdoctoral policy, procedures, and awards. This role offers the opportunity to develop deep expertise in postdoctoral affairs administration, build relationships across faculties and central administrative units, and contribute to initiatives that directly support the success of researchers at a critical stage of their careers.

The Officer oversees the day-to-day operations of the Postdoctoral Affairs Office, acting as the first point of contact for enquiries pertaining to collective agreement interpretation, University policy, funding opportunities, and pre and post award matters. The Officer maintains website content and develops communication tools to keep the postdoctoral community well-informed, provides detailed guidance on eligibility requirements, application processes, and deadlines, and works with internal and external stakeholders to identify, follow up on, and resolve problems associated with competitions, awards, and payments. The Officer also supports personnel administration by maintaining accurate records, compiling statistics and reports, applying financial acumen to reconcile accounts, processing transactions, and administer restricted funds, overseeing and reconciling accounts related to benefit enrolment, supporting the onboarding of employee and trainee postdoctoral fellows, and coordinating specialized postdoctoral events.

Your responsibilities will include: 

•    Overseeing day-to-day operational needs of the unit
•    Acting as the primary contact for enquiries pertaining to funding opportunities as well as advising on pre and post research award administration providing options and solutions
•    Advising academic and administrative staff on financial matters and reporting requirements
•    Liaising with internal contacts to resolve accounting, payroll and/or HRIS processing issues. 
•    Collecting and passing on information that supports the onboarding of new hires
•    Verifying that personnel transactions are processed according to applicable policies, procedures, collective agreements and applicable legislated requirements
•    Responding to escalated complaints using informal negotiation skills
•    Assessing and revising processes that support administrative activities and objectives
•    Keeping well-informed on policies, rules, regulations and guidelines
•    Probing for information to establish needs 
•    Exchanging information at formal department and/or program committee meetings; Maintaining records of committee decisions 
•    Acting as the first point of contact for payroll related enquiries; Troubleshooting and resolving payroll discrepancies
•    Updating and maintaining database records 
•    Implementing plans and process improvements for administrative workflow 
•    Reconciling accounts; Generating standard financial reports; Identifying and resolving individual financial discrepancies

Essential Qualifications: 

•    Bachelor's degree in financial management, commerce, or a related discipline, or an acceptable equivalent combination of education and experience.
•    Minimum five (5) years of recent and related experience in financial administration and awards, preferably in a post-secondary or research-intensive institution, including account monitoring, reconciliation, reporting, and the administration of pre and post awards.
•    Knowledge of University policies, procedures, and collective agreements relevant to postdoctoral fellow employment, onboarding, and personnel administration, including experience maintaining personnel records in accordance with applicable institutional policies.
•    Demonstrated experience supporting personnel and payroll administration
•    Demonstrated experience with financial administration, including account monitoring, reconciliation, and reporting
•    Superior customer service and interpersonal skills with the ability to work effectively with postdoctoral fellows, faculty members, and other key stakeholders
•    Demonstrated ability to work with high volume and tight deadlines while maintaining a high level of accuracy and attention to detail
•    Ability to interpret and apply guidelines and policies to a variety of situations in order to ensure adherence and provide direction
•    Highly developed problem-solving and analytical skills
•    High degree of computer and internet literacy, including excellent working knowledge of MS Office Suite
•    Superior oral and written communication skills; ability to communicate effectively both orally and in writing
•    Good judgement, tact and discretion in dealing with sensitive information
•    Ability to work both independently and in a team environment
•    Demonstrated ability to adapt to new practices and procedures quickly and accurately

Asset:

•    Processing transactions in an HRIS
•    Direct experience supporting postdoctoral fellows 

To be successful in this role you will be: 

•    Organized
•    Multi-tasker
•    Problem solver
•    Resourceful
•    Accountable
•    Meticulous
•    Adaptable
•    Approachable
•    Tactful Communicator
•    Team player

Closing Date: 07/05/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Continuing 
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: Student Services
Recruiter: Blythe Campbell

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.