Administrative & Data Coordinator - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:03/16/2023

Req ID: 30309

Faculty/Division:
Temerty Faculty of Medicine

Department:
Ofc of the Vice Dean, Medical Education

Campus:
St. George (Downtown Toronto)

Position Number:

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:

Residing in the Office of the Vice Dean, Medical Education, the Office of Learner Affairs (OLA) is dedicated to working with and supporting learners from the Temerty Faculty of Medicine's undergraduate medical education (MD and MD/PhD), Postgraduate Medical Education, Medical Radiation Sciences, Physician Assistant, and Occupational Therapy programs to optimize the learning environment and experience at individual and systems levels, and enable learners' development into and as health care professionals.

As Administrative and Data Coordinator, you will play an important role in supporting senior leaders within the unit by acting as the first point of contact for learners, education leaders, staff and other stakeholders.

You will also serve as a key resource on the use of our database system and provide support for theextraction and presentation of data, provide administrative support by managing calendars, organizing and supporting events and meetings, drafting a range of communications, and supporting the creation of reports and other resources.

You will draw upon your excellent interpersonal, organizational, and problem-solving skills in order to effectively support both senior leaders within the Office and the learners who the Office is dedicated to serving.

Your attention to detail, ability to extract data and generate accurate reports will be critical to support the continued success of the programs and services we offer.

Your responsibilities will include:

Acting as the first point of contact, responding to inquiries and redirecting as appropriate
Scheduling appointments, resolving scheduling conflicts, booking rooms and arranging appropriate accommodations
Supporting committees, including meeting coordination, preparing agendas, minute taking and following up on action items
Coordinating event logistics and liaising with vendors
Maintaining databases, running queries, generating reports and performing basic analysis and preliminary findings from data extractions
Troubleshooting technical issues and liaising with technical specialists to resolve issues

Essential Qualifications:

Advanced College Diploma (3 years) or acceptable combination of equivalent experience
Minimum three years administrative and/or client serviceoriented environment, including progressive data administration experience, preferably in a university or hospital setting
Demonstrated frontline customer service experience, including experience serving as first point of contact, screening incoming inquiries and scheduling appointments
Experience drafting, editing and preparing correspondence and reports
Experience supporting committees and coordinating events
Advanced proficiency with EMR software
Experience maintaining and updating administrative processes
Experience demonstrating the use of database systems to others
Advanced proficiency with MS Office Suite and database systems
Demonstrated experience troubleshooting and streamlining IT related systems and processes
Excellent oral and written communication skills
Professional demeanor and a demonstrated commitment to customer service
Excellent interpersonal, organizational, and problem solving skills
Ability to work independently and in a team environment
Ability to multitask and meet deadlines
Understanding and ability to work with sensitive and confidential materials is essential

To be successful in this role you will be:

Approachable
Communicator
Meticulous
Organized
Team player

Closing Date: 03/30/2023, 11:59PM ET

Employee Group:

USW

Appointment Type:
Budget - Continuing

Schedule:
Full-Time

Pay Scale Group & Hiring Zone:

Job Category:
Administrative / Managerial

Recruiter:
Amanda Di Fonzo

**Lived Experience Statement