Date Posted: 08/10/2026

Req ID: 49770

Faculty/Division: Temerty Faculty of Medicine

Department: Department of Family & Community Medicine

Campus: St. George (Downtown Toronto)

Position Number: 00035605

Existing Vacancy: Yes

Description:

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:

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 a wide range of enquiries and providing accurate information and guidance. Your solid organizational and customer service skills, combined with your meticulous attention to detail, will be critical to supporting a fair and equitable appointments process and advancing faculty members’ career progression.

Your responsibilities will include:

Administering academic appointment, reappointment, promotion, and renewal processes, including collecting dossier materials and ensuring the completeness and accuracy of documentation

Providing information and guidance to leadership, program staff, hospital site assistants, and other stakeholders on faculty appointment processes and responding to appointment-related enquiries

Providing committee support, including coordinating meeting schedules, agendas, materials, action and follow-up items, and taking and distributing meeting minutes

Providing formal job-related training

Processing payroll and supporting HRIS administration, including collecting documentation, entering personnel and salary information, verifying transactions, and resolving processing issues

Maintaining databases and records, verifying data accuracy, generating reports, and implementing administrative workflow improvements

Essential Qualifications:

Bachelor's degree or an acceptable combination of education and experience

Minimum three (3)



years of related administrative experience in a university, hospital, or similarly complex environment

Demonstrated experience administering appointment and promotion processes, including maintaining appointment documentation and dossier materials

Demonstrated experience with database administration and troubleshooting, including maintaining records, entering personnel and salary information, and verifying data accuracy

Experience analyzing and interpreting administrative data and generating reports to support operational requirements

Experience coordinating project timelines, deliverables, action items, and status reporting

Experience implementing administrative process and workflow improvements

Experience coordinating meetings and committee activities, including schedules, agendas, materials, and meeting minutes

Experience providing job-related guidance and training

Experience writing and editing communication materials and correspondence

Advanced proficiency in Microsoft Office Suite, survey tools, and digital content management systems

Experience using records management and workflow platforms, including Laserfiche, FOCUS, and Airtable

Ability to interpret requirements and develop processes and procedures

Strong stakeholder engagement, interpersonal, and communication skills, with the ability to foster cooperative working relationships with a wide range of internal and external contacts

Strong organizational, prioritization, and time-management skills, with the ability to manage tight timelines, a busy workload, and competing demands

Strong attention to detail and discretion when handling sensitive or confidential information and verifying the accuracy and completeness of records

Assets (Nonessential):

Experience with HRIS and processing payroll transactions

Knowledge of clinical (MD) faculty appointments

Knowledge and familiarity with the University of Toronto’s Faculty of Medicine’s and affiliated hospital policies and procedures To be successful in this role you will be:

Communicator

Efficient

Meticulous

Multi-tasker

Organized

Team player

Closing Date: 08/18/2026, 11:59PM ET

Employee Group: USW

Appointment Type:



Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 10 - $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Administrative / Managerial

Recruiter: Sana J Mahmood

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.

Diversity Statement The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].

Job Segment: Payroll, Rehabilitation, DBA, Records Management, Equity, Finance, Healthcare, Technology, Records

📌 Academic Appointments Administrator (Toronto)
🏢 University of Toronto
📍 Toronto