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University of Toronto

Academic Appointments Administrator

Toronto, ON, Canada

USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915.

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Job details

Pay: USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915.
Apply by: Nov 6, 2026
Posting language: English
Posted: Oct 28, 2026

Original job description

Date Posted: 10/28/2026
Req ID: 50817
Faculty/Division: Temerty Faculty of Medicine
Department: Dept of Family & Community Medicine
Campus: St. George (Downtown Toronto)
Position Number: 00056813
Existing Vacancy: Yes

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 Appointments Administrator, you will play an integral role serving as the primary resource for all clinical and (non-MD) faculty appointments. You will coordinate the academic appointments process and exemplify professional and customer service excellence by responding to multiple inquiries and providing accurate information and advice. Your superior organization and customer service skills combined with your meticulous attention to detail will contribute to the ongoing appointment process in the Department of Family and Community Medicine.

Your responsibilities will include:

Administering the academic appointments, reappointments and renewals process and ensuring the completeness of documents
Providing information and guidance to leadership, program and hospital site assistants on the university’s faculty appointments, renewal processes and any appointment related inquiries
Writing routing documents and correspondence
Providing support to committee’s including coordinating meeting schedules, developing agendas, booking rooms and taking minutes
Providing formal job-related training
Processing payroll and maintaining information on HRIS
Maintaining databases and generating reports
Fostering cooperative working relationships with a wide variety of internal and external contacts

Essential Qualifications:

Three-Year Advanced College Diploma in Business Administration or related field, or acceptable combination of equivalent experience
Minimum three (3) years of related administrative experience, preferably in a University and/or hospital environment
Experience interpreting and processing academic appointments
Experience writing and editing communication materials and preparing status reports
Demonstrated experience managing databases and generating reports
Experienceproviding support to committees (i.e. taking and transcribing meeting minutes, developing agendas, making logistical arrangements)
Experience interpreting and applying policies and procedures
Experience providing training
Advancedproficiency in MS Office Suite, survey tools and content management systems
Exceptional interpersonal and communication skills, both verbal and written
Strong customer service skills with an ability to work both independently and effectively with faculty members and other key stakeholders
Ability to work professionally with confidential information
Ability to interpret requirements and develop processes and procedures
Strong attention to detail and document management
Solid critical thinking, interpersonal and organizational skills
Ability to exercise initiative, tact, discretion, problem‐solving skills and to work under pressure to meet deadlines
Ability to deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of accuracy and quality

To be successful in this role you will be:

Communicator
Efficient
Meticulous
Multi-tasker
Organized
Team player

Closing Date: 11/05/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email: medhr@utoronto.ca

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.

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More about this job

Responsibilities

Administer clinical and non-MD faculty appointments, reappointments, and renewals, ensuring documentation is complete and providing guidance on related processes. Prepare correspondence and routing documents, support committees and training, process payroll, maintain HRIS and databases, generate reports, and build effective relationships with internal and external contacts.

Requirements

Requires a three-year advanced college diploma in Business Administration or a related field, or an acceptable equivalent combination of experience, plus at least three years of related administrative experience. Candidates should have experience with academic appointments, databases and reports, committee support, policy interpretation, and training, along with advanced proficiency in Microsoft Office and strong communication, organizational, customer service, and problem-solving skills.

Skills

Academic Appointments Administration
Appointment Processing
Customer Service
Written Communication
Editing
Database Management
Report Generation
Committee Support
Meeting Coordination
Minute Taking
Policy Interpretation
Training
Microsoft Office
Survey Tools
Content Management Systems
Confidential Information Management

Visa sponsorship

Not detected in the job text

Keywords

Academic Appointments
Faculty Appointments
Reappointments
Renewals
Clinical Faculty
University Administration
Higher Education
Hospital Environment
Document Management
Correspondence
Status Reports
Database Management
Report Generation
Committee Support
Meeting Agendas
Meeting Minutes
Policy Interpretation
Training
Payroll Processing
HRIS
Microsoft Office
Survey Tools
Content Management Systems
Customer Service
Confidentiality
Process Development
Stakeholder Relations

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