Records and Enrollment Administrator
About The Position
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. Postgraduate Medical Education (PGME) offers a collaborative professional learning environment dedicated to supporting learners, faculty and staff. We offer a respectful team-oriented culture and value the dedication and innovation of all staff who contribute to our mission. We believe in ongoing improvement and innovation and promote a strong commitment to work-life balance among our employees. As Records and Enrollment Administrator, you will support the PGME Office by acting as the first point of contact for learners, education leaders, staff and other stakeholders. You will provide administrative support by supporting the registration process for over 4,000 learners. You will draw upon your superior organizational, interpersonal and excellent customer service to provide proactive support and ensure the effective and efficient operation of the registration process.
Requirements
- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum three (3) years’ of relevant administrative experience working within a registrarial environment, preferably in a postgraduate setting
- Demonstrated front-line customer service experience, including experience serving as the first point of contact and resolving issues within scope.
- Experience coordinating projects/initiatives and managing priorities
- Experience independently drafting correspondence and communications, including writing professional and accurate minutes
- Experience updating and maintaining website content using content management systems
- Experience analyzing and generating reports
- Experience maintaining and updating administrative processes
- Proficiency using Microsoft Office Applications (Word, PowerPoint, Outlook, Excel), Adobe Acrobat, as well as the ability to adapt to and learn new technologies
- Demonstrated ability to work with a fluctuating workload
- Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
- Exceptional interpersonal and communication skills, both verbal and written
- Ability to problem solve and deal effectively with multiple priorities and projects with conflicting deadlines while maintaining a high degree of quality and accuracy
Nice To Haves
- Experience working with POWER, PGME Registration Portal and OATS
- Experience working in medical education
- Experience reviewing and processing registration documents
- Experience working with the College of Physicians & Surgeons of Ontario
- Knowledge of the University of Toronto Archives & Records Management policies & procedures
Responsibilities
- Acting as the first point of contact for general inquiries and handling sensitive and/or confidential information
- Resolving issues within the scope of the role and escalating problems as required.
- Writing routing documents and correspondence, including editing content for brochures, newsletters, websites, and/or handbooks.
- Analyzing and formatting data for presentations and reports; Generating reports
- Coordinating tasks for projects and other strategic initiatives with stakeholders
- Applying established standards when confirming eligibility requirements including providing detailed information regarding procedures and deadlines.
- Collecting supporting documentation required for records and enrollment processing; Verifying that records are coded accurately and corrected as required
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
