Administrative Coordinator - Academic Appointments and HRIS

University of Toronto - Toronto, ON (27 days ago)

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Job Number: 2001968

Faculty / Division: Faculty of Medicine

Department: Psychiatry

Campus: St. George (downtown Toronto)

About us:
Home to over 40 departments and institutes, the University of Toronto's 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:
As one of the largest Departments of Psychiatry in the world, we serve as a catalyst for progress, mobilizing partners and resources to improve the outcome of those living with mental illness. We strive to provide the best care to today’s patients and to transform the understanding and treatment of mental illness and addiction for the patients of tomorrow.

As the Administrative Coordinator, Academic Appointments & HRIS, you will coordinate the clinical (MD) and status only faculty appointments processes and academic life cycle. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key policies and relevant information from multiple sources will ensure that that we continue to support our strong clinicians, teachers, educators, quality improvers and researchers.

Your responsibilities will include:
Coordinating the three year probationary review process, the annual appointment renewal process for all part-time and adjunct appointees and junior promotions (clinical and non-clinical)
Acts as first point of contact and resource to the department and hospital sites on faculty appointment processes
Drafting, editing, proofreading and fact-checking internal and external communications and correspondence on behalf of the Chair
Providing committee support, including scheduling meetings, developing agendas, taking minutes and following up on action items
Processing payroll transaction and updating and maintaining HRIS records
Collating and organizing data and preparing draft statistical reports and summaries
Providing orientation and training to department faculty and hospital site administrators

Essential Qualifications:
Advanced College Diploma (3 years) or acceptable combination of equivalent experience
Minimum three years relevant experience in interpreting, applying and advising on policies and practices
Knowledge of and experience processing the University’s academic appointments and promotions policies and procedures
Experience working with and supporting senior level committees
Experience drafting correspondence and communications with minimal revisions
Experience processing payroll transactions
Experience managing data and generating statistical reports
Experience providing training and delivering presentations
Advanced proficiency in MS Office Suite
Excellent interpersonal and communication skills (both verbal and written), and have the ability to concisely summarize information from multiple sources
Must be an effective problem solver and have exceptional organizational and time management skills
Strong initiative, resourceful, and meticulous attention to detail
Proven ability to work effectively with competing deadlines while managing multiple responsibilities and priorities
Excellent judgement on issues of confidentiality

Assets (Nonessential):
Familiarity with Faculty of Medicine and affiliated hospital policies and procedures
Experience working with HRIS, Laserfiche, FOCUS and Microsoft OneDrive

To be successful in this role you will be:

Travel: None

Notes: This is term replacement position, ending January 2022.

Employee Group: United Steelworkers (USW)

Appointment Type: Budget - Term

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 10 - $61,846 with an annual step progression to a maximum of $79,088. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Field: Administration

Job Posting: Jul 8, 2020

Job Closing: Jul 22, 2020, 10:59:00 PM