Academic Appointments & HRIS Assistant

Date Posted: 11/05/2026
Req ID: 50923
Faculty/Division: Temerty Faculty of Medicine
Department: Department of Medicine
Campus: St. George (Downtown Toronto)
Position Number: 00056759
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 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.

AsAcademic Appointments & HRIS Assistant, you will work collaboratively within a team of administrators to coordinate the clinical (MD) faculty appointments processes and academic life cycle. You will be entrusted with key administrative tasks that will require tact and diplomacy and meticulous attention to detail in a high-volume environment. Your proven ability to gather and interpret key information from multiple sources will ensure that we support strong clinicians, teachers, educators, quality improvers and researchers who will shape the next generation of internal medicine specialists.

Your responsibilities will include:

• Tracking applicant files and verifying the accuracy and completeness of documents
• Interpreting and applying rules and policies, and providing detailed explanations to stakeholders
• Supporting senior level committees, including agendas, minute taking and coordinating logistics
• Coordinating and tracking endowed chair appointments
• Proofing and posting advertisements for faculty positions
• Processing payroll transactions and generating reports

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum three (3) years relevant experience, preferably in a University or teaching hospital environment
• Familiarity with the University of Toronto's, Faculty of Medicine's and affiliated hospital policies and procedures
• Demonstrated experience interpreting and processing the University’s academic appointments and promotions policies and procedures, and informing senior stakeholders accordingly
• Demonstrated experience managing databases and generating reports
• Experience drafting correspondence and working with and supporting committees
• Experience processing payroll transactions
• Advanced computer skills, including MS Office Suite
• Experience working with document management software and the portal
• Experience with HRIS, Taleo, Laserfiche and FOCUS
• Exceptional communication (verbal and written), listening, interpersonal and presentation skills
• Strong organizational skills with a demonstrated ability to set priorities
• Ability to work in an environment that requires multi-tasking on varied duties, and adaptability
• Relentless attention to detail and accuracy
• Strong customer service orientation and ability to interact with people in a tactful, polite, confidential, professional and diplomatic way

Assets (Nonessential):

• Knowledge of clinical (MD) faculty appointments policies

To be successful in this role you will be:

• Communicator
• Meticulous
• Multi-tasker
• Organized
• Tactful
• Team player

Please note: This is an 18-monh term position.

Closing Date: 11/13/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email: [email protected]

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.