Administrative Assistant supporting cardiovascular research directors at the University of Alberta. Managing academic documentation, travel, manuscripts, publications, calendars, and medical education events.
UE
Administrative Coordinator, Academic Reviews
Posted last week
About the role
- Administrative Coordinator coordinating academic reviews, accreditation, governance, and senior leadership support. Supporting the University of Toronto’s Temerty Faculty of Medicine.
Responsibilities
- Coordinate cyclical reviews for units and programs across the faculty
- Provide administrative support to the Associate Dean, Faculty and Academic Life, and the broader portfolio
- Administer end-to-end academic review cycles
- Liaise between departments and stakeholders
- Maintain senior staff calendars
- Coordinate program assessment schedules and event logistics for in-person and virtual formats
- Coordinate project timelines and milestones by developing task schedules aligned with project goals
- Draft, edit, and format correspondence, reports, and presentations
- Provide committee support and coordinate calendars and end-to-end travel logistics, including itineraries, flights, and accommodations
- Gather and verify documentation for accreditation and program reviews
- Determine logistical details and activities for events and programming
- Analyze processes and recommend changes to improve operational efficiency
Requirements
- Advanced College Diploma (3 years) or acceptable combination of equivalent experience
- Minimum five years related administrative experience, preferably in a University or hospital environment
- Experience supporting and coordinating accreditation and/or academic program reviews
- Experience dealing with highly sensitive and confidential matters and supporting senior committees and leadership, including calendar management
- Experience coordinating multiple projects and time-sensitive priorities
- Experience serving as the first point of contact, screening enquiries, coordinating conflicting schedules, and arranging frequent travel
- Experience independently drafting correspondence, reports, and presentations on behalf of senior leadership
- Experience reviewing processes and recommending improvements and implementation
- Experience or exposure to implementing AI tools, automation, or emerging technologies for administrative workflows
- Advanced proficiency with M365, including SharePoint and MS Planner
- Strong customer service orientation and interpersonal skills
- Strong oral and written communication skills, superior attention to detail, and ability to summarize information concisely
- Superior organizational skills and ability to manage conflicting priorities and deadlines
- Ability to adjust to changing priorities and interruptions and anticipate senior leadership needs
- Ability to work independently, demonstrate initiative, diplomacy, and good judgment, and work cooperatively in a team
- Effectiveness relating to faculty, staff, learners, and external individuals
- Ability to maintain strict confidentiality
Benefits
- Annual step progression to a maximum of $95,915
- Full-Time continuing appointment
- Accommodations available during the application and hiring process for applicants with disabilities
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