Administrative Assistant and Event Coordinator

Union: NonUnion
Number of vacancies:  1
Site: Toronto General Hospital
Department:  Banting & Best Diabetes Centre
Reports to:  Business Manager
Work Model: Hybrid or InOffice  
Hours: 35 hours per week
Shifts: Monday to Friday
Status: Temporary FullTime
Closing Date: June 13 2025

The Banting & Best Diabetes Centre is part of the Temerty Faculty of Medicine University of Toronto. Our vision is to improve diabetesrelated health globally. 

We offer grants studentships fellowships and other support for individuals involved in diabetes research at the University of Toronto and its affiliated hospitals and research institutes across the city including the Hospital for Sick Children Sinai Health University Health Network Sunnybrook Health Sciences Centre Unity Health Toronto Womens College Hospital Centre for Addiction and Mental Health and other community affiliated sites.

We host seminars and scientific conferences to facilitate the exchange of scientific information and ideas. We assist in the development of collaborative diabetes research activities both locally and internationally. We also foster and develop continuing health education and quality improvement initiatives for all members of the diabetes health care team.

The Banting & Best Diabetes Centre is seeking a highly organized individual to provide administrative support and event coordination for the Centre.  In this role you will work with the Centres Director Business Manager and committee chairs to carry out a broad range of functions including coordinating several funding programs for diabetes research and education coordinating conferences seminars and other events website content management preparing communications and organizing committee meetings.

This position offers a hybrid work model. You will work onsite during the initial training period then onsite one or two days per week (or as needed) thereafter.  You will be required to work occasional early mornings and one or two evenings per year to set up for events. This is a temporary fulltime position to cover a parental leave.

Job Duties and Responsibilities

Administrative Support

• Schedule committee meetings; prepare agendas; take and transcribes meeting minutes
• Serve as a resource to the committees including coordinating activities following up on meeting action items and implementing new initiatives
• Coordinate and oversee several funding programs such as Summer Studentships Travel Awards Quality Improvement Grants Diabetes Team of the Year Award Sopman Awards and others. Responsibilities include creating application forms; posting terms of reference on the Centres website; announcing competitions; screening applications for eligibility; coordinating the review process; notifying applicants of funding decisions; reviewing the terms of reference and making recommendations for improvements based on observations and experience with administering the funding programs.
• Prepare and submit University of Toronto and UHN expense reimbursements
• Assist the Business Manager with award payments
• Update the Centres website
• Compose and distribute email announcements using MailChimp
• Add videos to YouTube
• Obtain cost estimates for products and services to be approved by the Business Manager
• Oversee conference room bookings

Event Coordination

• Coordinate scientific and educational conferences seminars and a poster day.
• Oversee all aspects of events from planning to execution including: venue booking; program development under the direction of the Director Business Manager and committee chairs; audio/visual; catering; advertising; registration; signage; and event set up
• Invite guest speakers and coordinate their travel arrangements and itineraries including: scheduling meetings lunches and dinners with faculty and trainees; booking hotel accommodations ground transportation and airfare if requested
• Contact industry representatives to seek event sponsorship
• Conduct postevent surveys
• Work with other U of T event planners to coordinate some events
• The role will involve some occasional light labor such as moving tables and chairs setting up signage and transporting event materials.

Qualifications :

• Bachelors degree preferred or college diploma in administration event management hospitality marketing or communications
• 4 or more years of related experience in an administrative support role and planning and organizing events
• Experience providing support to committees including preparing agendas and taking and transcribing minutes is preferred
• Advanced skills in Microsoft Office (Word Excel Outlook and PowerPoint)
• Experience composing email communications using MailChimp
• Experience using WordPress or other website content management system
• Experience using Zoom to schedule meetings and meeting registration
• Experience posting content to YouTube and using Eventbrite an asset
• Excellent written and verbal communication skills
• Exceptional attention to detail
• Exceptional organizational and time management skills. Must be able to manage multiple projects and competing priorities.
• Ability to work independently and collaboratively
• Ability to be flexible and adapt to change and unexpected situations 
• Strong interpersonal skills
• Must be able to work occasional early mornings and one to two evenings per year to set up for events.

Additional Information :

Why join UHN 

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world UHN offers a wide range of benefits programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor allowing you to find value where it matters most to you now and throughout your career at UHN. 

• Competitive offer packages  
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP access to Transit and UHN shuttle service 
• A flexible work environment  
• Opportunities for development and promotions within a large organization 
• Additional perks (multiple corporate discounts including: travel restaurants parking phone plans auto insurance discounts onsite gyms etc.) 

Current UHN employees must have successfully completed their probationary period have a good employee record along with satisfactory attendance in accordance with UHNs attendance management program to be eligible for consideration.  

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates.  Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading inaccurate or incorrect UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest however only those selected for further consideration will be contacted.

Remote Work :

No

Employment Type :

Fulltime