Undergraduate Program Assistant

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 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 Undergraduate Program Assistant, you will support the day-to-day delivery of undergraduate education activities in a fast-paced academic environment. Serving as a key resource for students, faculty, and other stakeholders, you will help keep core program processes, meetings, interviews, and events running smoothly while ensuring course information, applications, and records are maintained accurately and with care. Your strong organizational skills, attention to detail, and ability to manage competing priorities will contribute to effective program operations and a responsive, well-supported experience for students and faculty.

Your responsibilities will include:

• Acting as the first point of contact, providing detailed information on program and course requirements
• Liaising with students and faculty to coordinate program activities
• Maintaining calendars and coordinating scheduling for interviews, site visits, and committee meetings
• Determining logistical details and activities for events and programming
• Writing routine documents and correspondence
• Liaising with stakeholders to coordinate space and resource requirements
• Maintaining course information on student information systems, updating records and databases, and generating reports

Essential Qualifications:

• Advanced College Diploma (3 years) or an acceptable combination of equivalent education and experience
• Minimum two (2) years of related experience providing administrative support in a University, teaching hospital, or comparable environment
• Demonstrated experience providing course/program support to an education program
• Demonstrated experience serving as the first point of contact including responding to student or general enquiries and redirecting as appropriate
• Experience providing detailed information to students on program and course requirements and ensuring the completeness of applications
• Experience maintaining calendars on behalf of senior leadership and coordinating complex schedules, including interviews and site visits
• Demonstrated experience working with student information systems to maintain course information, update records and databases, and generate reports
• Demonstrated experience writing routine documents and correspondence
• Experience coordinating meetings, including preparing agendas, recording meeting minutes, and tracking action and follow-up items
• Experience coordinating the logistical details and activities for events and/or programming, including arranging travel and accommodations
• Advanced proficiency with MS Office Suite and learning management and administrative systems, including applications such as FOCUS, RSS, Elentra, and MedSIS
• Strong communication, interpersonal, and problem‑solving skills, with the ability to exercise sound judgment in a collaborative, multi‑stakeholder environment
• Excellent organizational and time‑management skills, including managing competing priorities, meeting deadlines, and handling confidential information with discretion

To be successful in this role you will be:

• Adaptable
• Communicator
• Diplomatic
• Organized
• Problem solver

Please note: This is a 12-month term opportunity.