Academic Promotions and Projects 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 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 Promotions and Projects Coordinator, you will support the administration of academic appointment and promotion processes and contribute to a range of departmental projects, events, and outreach activities. You will coordinate documentation, meetings, workshops, and stakeholder communications while applying established standards and maintaining accurate and complete records. Through this work, you will help ensure that key academic processes and departmental initiatives are delivered effectively and consistently.

Your responsibilities will include:

• Administering academic appointment and promotion activities by applying established standards and rules, tracking applicant files, and collecting and verifying required documentation
• Preparing routine documents and correspondence, proofing and posting recruitment advertisements, and uploading digitized documents to the online recruitment system
• Coordinating meeting schedules, agendas, materials, action items, and follow-up activities, and liaising between departments and other internal and external contacts
• Facilitating educational workshops, seminars, and focus group meetings to determine client needs
• Determining logistical details for events and programming, including arranging catering, booking audio-visual or computer equipment, and handling event expenses and minor purchases
• Coordinating promotional and outreach materials, developing and implementing targeted outreach initiatives, and strengthening relationships with stakeholders and strategic partners
• Directing the activities of a single ongoing staff-appointed employee

Essential Qualifications:

• Bachelor's Degree or an acceptable combination of education and experience
• Minimum five (5) years of related administrative experience in a university, university hospital, or similarly complex environment
• Demonstrated experience administering academic appointment and promotion activities, including tracking applicant files and collecting, reviewing, and verifying documentation
• Demonstrated experience applying established standards and interpreting rules, policies, regulations, and guidelines
• Experience preparing routine documents and correspondence, proofing and posting recruitment advertisements, and maintaining information on digital platforms
• Demonstrated experience coordinating meeting schedules, agendas, materials, action items, and follow-up activities
• Demonstrated experience facilitating educational workshops, seminars, and focus group meetings and coordinating related event or program logistics
• Experience coordinating the preparation and distribution of promotional and outreach materials and developing and implementing targeted outreach initiatives
• Experience formatting and disseminating data reports
• Experience directing the activities of staff
• Strong proficiency with MS Office, digital platforms, and online recruitment systems
• Effective written, verbal, and interpersonal communication skills, with the ability to provide clear explanations and build cooperative working relationships
• Strong organizational, coordination, and time-management skills, with the ability to manage competing and simultaneous deadlines
• Ability to handle sensitive and confidential information with discretion and maintain a high level of accuracy and attention to detail

To be successful in this role you will be:

• Communicator
• Cooperative
• Meticulous
• Multi-tasker
• Organized

Closing Date: 08/28/2026, 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: 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.