Project & Administrative Coordinator

Job summary

The incumbent is responsible for the effective operation of the Office of the Associate Dean, Academic, including managing academic program quality and accreditation matters. Additionally, they provide executive assistance to the Associate Dean and coordinate strategic project initiatives.

Job details

Date Posted: 09/08/2026Req ID: 50103Faculty/Division: Faculty of PharmacyDepartment: Faculty of PharmacyCampus: St. George (Downtown Toronto)Position Number: 00041849 Existing Vacancy: Yes About us: The Leslie Dan Faculty of Pharmacy at the University of Toronto is Canada’s top faculty of pharmacy and ranked among the top in the world. We bring together Canada’s leading scientists, researchers, and educators in the heart of Toronto’s innovation and health research ecosystem. We advance professional pharmacy practice and pharmaceutical science through world-leading education and research and are recognized worldwide for our outstanding scholarship, ingenuity, creativity, and impact. Our faculty, students, staff, and alumni come together to create a vibrant, collaborative environment rich with possibilities. We are at the forefront of redefining pharmacy’s impact in health care and developing the capacity of pharmaceutical science to pinpoint better therapeutic targets, create new ways of building medications, and ensure medication use is safe and effective. We are committed to achieving inclusive excellence and fostering an environment where each member of our community can achieve their full potential. Learn more: www.pharmacy.utoronto.ca Your opportunity: Reporting to the Director, Academic Administrative Services and to the Associate Dean, Academic, the incumbent is responsible for the effective and efficient operation of the Office of the Associate Dean, Academic (Education Office) and its portfolio, which encompasses all academic programs offered by the Leslie Dan Faculty of Pharmacy and includes matters pertaining to overall program quality, program review and accreditation and student conduct. Additionally, the incumbent provides executive assistance to the Associate Dean, Academic in a range of responsibilities. Your responsibilities will include: Planning and implementing project phases Executing assigned tasks according to production schedules and project plans Researching, analyzing and recommending solutions to project challenges Tracking and collecting information on project progress Verifying the accuracy of information in project documentation Coordinating tasks for projects and other strategic initiatives with stakeholders Maintaining senior staff calendars Maintaining course information on student information systems Essential Qualifications: Bachelor's Degree or acceptable combination of equivalent experience. Minimum five years of experience providing project coordination and/or administrative support in a university environment. Demonstrated experience planning and coordinating Faculty or Departmental-wide projects. Experience with accreditation and/or quality assurance reviews is an asset. Experience working effectively with internal and external (i.e., preceptors) stakeholders. Experience maintaining course information (i.e., updating course information and changes) on student information systems. Experience with Concur (or similar expense reimbursement platforms) and submitting expense reimbursements. Experience preparing contracts using defined criteria and templates. Experience writing summary reports on programs and services. Experience implementing plans and process improvements for administrative workflows. Experience maintaining senior staff calendars. Advanced proficiency with Microsoft 365 Office Suite, particularly Excel, Word, Planner, PowerPoint, Outlook, and SharePoint. Excellent interpersonal and communication skills, both verbal and written. Superb organizational skills, time management, and problem-solving skills, and attention to detail with the ability to balance multiple priorities and projects with conflicting deadlines. Proven ability to work independently with a high degree of initiative, discretion, and tact; ability to work cooperatively in a team environment. Ability to maintain a high level of confidentiality. To be successful in this role you will be: Adaptable Communicator Diligent Diplomatic Proactive Resourceful Note: This is a term position until October 2027. Closing Date: 09/22/2026, 11:59PM ETEmployee Group: USW Appointment Type: Budget - Term. This is a term position until October 2027. Schedule: Full-TimePay Scale Group & Hiring Zone:USW Pay Band 12 -- $81,312. with an annual step progression to a maximum of $103,986. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category: Administrative / Managerial 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.

What you’ll do

The incumbent is responsible for the effective operation of the Office of the Associate Dean, Academic, including managing academic program quality and accreditation matters. Additionally, they provide executive assistance to the Associate Dean and coordinate strategic project initiatives.

Requirements

Candidates must possess a Bachelor's degree and at least five years of experience in project coordination or administrative support within a university setting. Proficiency in Microsoft 365 and experience with student information systems are essential for this role.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Microsoft 365 · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Process Improvement · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project coordination
• Administrative support
• Stakeholder management
• Calendar management
• Report writing
• Process improvement
• Data accuracy
• Time management
• Problem-solving
• Communication skills
• Microsoft 365
• Excel
• Word
• SharePoint
• Expense reimbursement
• Contract preparation
• Contract Preparation
• Project Documentation
• Resourcefulness
• Administrative Support
• Ingenuity
• Pharmacy Operations
• Tactfulness
• Workflow Management
• Organizational Skills
• Diplomacy
• SAP Concur (Travel And Invoice Software)
• Information Gathering
• Planning
• Microsoft Excel
• Research
• Communication
• Confidentiality
• Creativity
• Health Research
• Innovation
• Problem Solving
• Job Evaluation
• Scale (Map)
• Microsoft Outlook
• Microsoft Office
• Pharmaceutical Sciences
• Microsoft PowerPoint
• Project Coordination
• Quality Assurance
• Student Information Systems
• Microsoft SharePoint
• Time Management
• Writing
• Process Improvement

Job areas

• Administrative
• Education
• Management & Leadership
• Administrative Project Coordinator
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists