Physician Assistant Program Administrative Assistant

Date Posted: 02/27/2025
Req ID: 41855
Faculty/Division: Temerty Faculty of Medicine
Department: Dept of Family & Community Medicine
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:

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.

The Physician Assistant Program, a full-time professional, second-entry undergraduate degree program based in DFCM and delivered in collaboration with Northern Ontario School of Medicine and the Michener Institute of Education at the University Health Network. The three institutions have formed the Consortium of PA Education to collaboratively contribute to the development, administration, and delivery of this University of Toronto degree.

As Physician Assistant Program Administrative Assistant, you will act as the first point of contact for students and faculty, supporting the day-to-day administration of the program. You will coordinate a range of activities, including the distribution of program and course materials, generating reports, taking meeting minutes, and determining logistics for events. Your exceptional organizational and communication skills will contribute to the ongoing success of this program.

Your responsibilities will include:

1. Acting as the first point of contact for general inquiries
2. Coordinating the preparation and distribution of program and course materials, including circulating course evaluations
3. Maintaining course information on student information systems and generating reports
4. Keeping well-informed on changes to courses, program requirements, policies, and procedures
5. Writing routine documents and correspondence and coordinating meeting schedules, agendas, taking minutes, materials, action and follow-up items
6. Handling sensitive and/or confidential information
7. Determining logistical details and activities for events and/or programming

Essential Qualifications:

1. Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
2. Minimum two (2) years of related administrative support to academic/educational programs in a healthcare or post-secondary environment.
3. Experience providing committee support (including scheduling meetings, minute taking, coordinating agendas, materials, and follow-up items)
4. Demonstrated experience in managing multiple priorities with conflicting deadlines while maintaining a high degree of accuracy
5. Demonstrated experience coordinating logistics for events, workshops, and/or seminars
6. Demonstrated ability to develop and maintain web-based information and applications
7. Demonstrated ability coordinating and organizing schedules
8. Demonstrated experience independently writing routine documents and correspondence such as newsletters, brochures, handbooks
9. Advanced proficiency in MS Office, with particular proficiency in database and spreadsheet applications, web conferencing platforms (Teams, Zoom), internet, and email applications
10. Excellent interpersonal, communication (verbal and written), judgment, organizational, and analytical skills
11. Superior organizational and time management skills
12. Ability to exercise initiative, tact, discretion, problem-solving skills, and to work under pressure to meet deadlines
13. Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and high quality
14. Ability to work professionally with confidential information

Assets (Nonessential):

1. Experience supporting medical education programs

To be successful in this role you will be:

1. Communicator
2. Efficient
3. Meticulous
4. Multi-tasker
5. Organized
6. Team player

Closing Date: 03/13/2025, 11:59 PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:

USW Pay Band 08 -- $62,832 with an annual step progression to a maximum of $80,351. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Amanda Krmek

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged, and their lived experience shall be taken into consideration as applicable to the posted position.