Administrative Assistant

Date Posted: 02/10/2026
Req ID: 46842
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Medicine
Campus: St. George (Downtown Toronto)
Position Number:
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 Medicine (DOM) is one of the largest in North America, with 830 full-time faculty members, 1,000 postgraduate trainees, and 20 specialty and sub-specialty divisions located across six fully-affiliated hospitals, four community-affiliated hospitals and more than a dozen additional clinical practice sites. We are a powerhouse of medical research, with more than $162-million in annual research funding. This research generates new knowledge with the goal of meaningfully impacting internal medicine training and the care and health outcomes of patients and their families.
As an Administrative Assistant, you will play an integral role in supporting the Department of Medicine, particularly in administering the fellowship program. In this front‑line position, you will process applications, maintain organized and accurate records, draft routine communications, and ensure consistent application of administrative procedures. Through your detail‑oriented approach and reliable support, you will help enable smooth departmental operations.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries, responding within the defined scope of the role and redirecting enquiries as appropriate
• Maintaining file systems and records, including scanning, filing, copying documents, and ensuring information is retained in accordance with file retention procedures
• Processing fellowship applications and related documentation, including updating databases, verifying accuracy and integrity of records, tracking application statuses, and generating reports
• Preparing routine documents and correspondence, including draft letters and communications using templates
• Liaising with internal and external stakeholders to support consistent administrative processes

Essential Qualifications:

• College Diploma (2 years) or acceptable combination of equivalent education and experience
• Minimum two (2) years of recent and related administrative experience in a university environment
• Demonstrated experience acting as the first point of contact and responding to enquiries
• Experience maintaining filing systems and processing high volumes of documentation
• Experience processing fellowship applications or records-based workflows with a high degree of accuracy
• Experience drafting routine correspondence and performing data entry
• Proficiency with MS Office Suite and related administrative systems
• Strong attention to detail and ability to verify accuracy and completeness of doucments
• Ability to handle sensitive and confidential information with discretion and professionalism
• Ability to perform continuous, repetitive manual filing and records‑processing tasks (e.g., scanning, sorting, copying, and moving large volumes of documents), including frequent bending, sustained standing, and handling or transporting file materials and boxes

To be successful in this role you will be:

• Cooperative
• Efficient
• Organized
• Responsible

Please note: This is a 1‑year term position that requires a primarily on‑site presence due to the in‑person, physical filing and records‑handling responsibilities.

Closing Date: 02/18/2026, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band $60,237. with an annual step progression to a maximum of $77,035. 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.

A job description is available upon request