Graduate Program Assistant, MSc

University of Toronto

Date Posted: 01/18/2024

Req ID: 35707

Faculty/Division: Temerty Faculty of Medicine

Department: Institute of Medical Science

Campus: St. George (Downtown Toronto)

Position Number: 00035155


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:

With over 600 faculty and 500 students, the Institute of Medical Sciences (IMS) was established to foster education and scholarship in the Clinical Departments of the Faculty of Medicine. We specialize in translational research with a strong emphasis on bench-to-bedside clinical applications, and we are a graduate unit of choice for MDs seeking training as a clinician investigator. Our graduates have been appointed to instrumental positions as academic and health care professionals in universities, government and private industry.

As Graduate Program Assistant, MSc, you will drawupon your excellent communication and customer service skills to equip graduate students with pertinent information for MSc thesis examinations and Transfer examinations. Relying on your exceptional organizational and problem solving skills, you will manage multiple, time-sensitive priorities and provide graduate students and faculty with up-to-date guidelines and processes. Your proven ability to work independently and effectively in collecting data and preparing statistical information, will enable us to optimize our strategic planning initiatives.

Your responsibilities will include:

  • Acting as the first point of contact, responding to inquiries and redirecting as appropriate
  • Verifying the accuracyand completeness of information and providing detailed information on eligibility requirements, procedures and deadlines
  • Scheduling appointments and coordinating program schedules and examination timetables
  • Coordinating the delivery of examination materials, dossiers and evaluation materials for review
  • Creating and updating student records, organizing data and generating reports
  • Supporting committees, drafting documents and maintaining websites
  • Determining logistical details and activities for events and programming

Essential Qualifications:

  • Advanced College Diploma (3 years) or acceptable combination of equivalent experience
  • Minimum two years of related administrative experience, preferably in a University or post secondary environment
  • Demonstrated experience coordinating academic programs, coordinating examinations, schedules and timetables, and verifying and monitoring student records
  • Demonstrated student services experience and direct experience working with and collaborating with faculty
  • Experience collecting and analyzing data through database management and reporting
  • Experience coordinating seminars and workshops
  • High level of proficiency in MS Office Suite, desktop publishing software and student information systems (ACORN/ROSI)
  • Knowledge of Adobe InDesign, FileMaker and WordPress, or comparable systems
  • Excellent oral and written communications skills
  • Excellent organizational and time management skills
  • Strong initiative, attention to detail, interpersonal, proactive and highly resourceful
  • Proven ability to work independently and effectively manage competing priorities while maintaining a high degree of accuracy and quality
  • Must be able to cope with pressures and deadlines while adapting to evolving processes and procedures
  • Excellent judgement and diplomacy on confidential issues

Assets (Nonessential):

  • Familiarity with the University of Toronto, School of Graduate Studies (SGS) policies and procedures, and the Faculty of Medicine clinical departments and Postgraduate Medical Education Program

To be successful in this role you will be:

  • Organized
  • Problem solver
  • Resourceful
  • Self-directed

Closing Date: 02/01/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 08 — $61,600 with an annual step progression to a maximum of $78,775. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Andrea Varicak

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.

Read Full Description

To help us track our recruitment effort, please indicate in your cover/motivation letter where ( you saw this job posting.