Admin Assistant Director Center for Faculty Development

The Centre for Faculty Development (CFD) is a partnership between Unity Health Toronto and the University of Toronto’s Temerty Faculty of Medicine. The CFD supports the continuing academic development of health professionals through consultation and the design, implementation, and evaluation of programs and supports, including workshops, longitudinal certificate programs, coaching, consultations, resources, communities of practice, and other educational initiatives.

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The Administrative Assistant to Director provides administrative, financial, operational and event support to the Centre for Faculty Development. The role supports the Director, CFD Manager and broader team by coordinating schedules, communications, meetings, documentation, reporting, financial tracking and administrative processes to ensure smooth day-to-day operations.

• Providing administrative, scheduling, correspondence and office support to the Director and Centre.
• Coordinating meetings, events, travel, room bookings, AV support, agendas, minutes and follow-up.
• Supporting financial tracking, reconciliation, reporting, payroll, invoice and payment documentation.
• Maintaining shared documents, calendars, distribution lists, filing systems and administrative processes.

The Administrative Assistant to Director must be a reliable, self-motivated individual with strong organizational, communication, financial tracking and customer service skills. The role requires sound judgment, tact, diplomacy, discretion and the ability to manage confidential and sensitive information while balancing competing priorities in a fast-paced environment.

Note that this role is based primarily out of the St. Michael’s Hospital/Li Ka Shing site. At times, travel will be required to other Unity Health Toronto sites or the University of Toronto’s tri-campus based on support needs for events.

• Organizes, maintains and prioritizes the schedule of the Director, including daily calendars, meetings, room bookings, conference calls, video conferencing, AV support, travel arrangements and conference registrations.
• Plans meetings, committee work, projects, conferences, curriculum retreats and events, including related materials, logistics, documentation and follow-up (e.g., agendas, minutes, action items).
• Acts as the front-line contact for internal and external customers who would like to make contact with the Director; triages issues and acts to achieve solutions prior to the Director or Manager becoming involved.
• Collects, compiles and reports unit data for quarterly performance reports, and coordinates and compiles quarterly performance and annual reports.
• Research, compiles, assimilates and prepares confidential and sensitive documents.
• Maintains shared tracking documents, calendars, distribution lists and administrative processes as required for the Centre.
• Assists with the recruitment process of new staff, including scheduling, correspondence and related documentation.
• Performs other clerical duties such as filing, photocopying, scanning, mailings and other administrative functions, and provides secretarial vacation coverage as required.

• Supports day-to-day financial administration, including tracking, reconciliation, reporting, invoices, payments and payroll documentation.
• Maintains organized financial records and shared tracking tools to support reporting, continuity and timely follow-up.
• Compiles financial information for quarterly performance and annual reports, as needed.

• Coordinates meetings, projects, conferences, retreats and events, including logistics, materials, room bookings, AV, registration support and follow-up.
• Prepares practical administrative materials such as flyers, timelines, tracking tools, reports and forms.
• Supports clear communication among the Director, Centre team, faculty, senior leaders and internal and external partners.
• Maintains effective electronic and hard-copy filing systems, shared resources and administrative processes.
• Helps respond to urgent operational needs, scheduling conflicts and stakeholder issues,…