Administrative Assistant

Date Posted: 09/17/2026
Req ID: 50245
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Psychiatry
Campus: St. George (Downtown Toronto)
Position Number: 00057558
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:

As one of the largest Departments of Psychiatry in the world, we serve as a catalyst for progress, mobilizing partners and resources to improve the outcome of those living with mental illness. We strive to provide the best care to today’s patients and to transform the understanding and treatment of mental illness and addiction for the patients of tomorrow.

As the Administrative Assistant within the Department of Psychiatry, you will provide essential administrative support to senior leadership, including the Chair, Vice-Chairs, Division Directors, and departmental committees. In this role, you will support leadership and committee activities, events and programming, and the preparation and coordination of key information and documentation. Through your strong organizational skills, attention to detail, and ability to manage multiple priorities, you will help ensure the smooth coordination of departmental initiatives and contribute to the effective functioning of a large, complex academic environment.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries, responding within the scope of the role and escalating issues as appropriate
• Providing dedicated administrative support to the Chair, including calendar coordination, travel arrangements, drafting routine correspondence and letters, organizing materials, and coordinating follow-up on commitments and priorities
• Supporting leadership, committee, and departmental meetings by coordinating logistics, scheduling meetings, preparing agendas and materials, taking minutes, and tracking follow-up actions
• Preparing and reviewing routine documents and correspondence, including formatting, proofreading, and fact-checking
• Supporting events and programming by coordinating logistical details, including room bookings, audio-visual requirements, catering, and preparation of materials

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years of experience providing administrative support to senior leaders in a university, hospital, or comparable environment
• Demonstrated experience acting as a first point of contact for general enquiries and providing frontline administrative support
• Demonstrated experience maintaining senior staff calendars, scheduling appointments and resolving complex scheduling conflicts
• Demonstrated experience drafting, editing, proofreading, and fact-checking routine documents and correspondence
• Demonstrated experience supporting committees and meetings, including coordinating schedules, preparing agendas and materials, taking meeting minutes, and tracking action items
• Experience supporting the execution of events, including coordinating logistics, room bookings, and catering arrangements
• Proficient with MS Office and other common administrative tools and systems (e.g. shared calendars)
• Ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment
• Strong organizational and time-management skills, with the ability to manage competing priorities and meet deadlines

To be successful in this role you will be:

• Communicator
• Multi-tasker
• Organized
• Tactful

Closing Date: 09/28/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. 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.