Baycrest Academy for Research and Education
has an exciting opportunity for an
ADMINISTRATIVE COORDINATOR
Position Type: Full Time (on-site)
Shift Type: Day
Bi-Weekly Hours: 70 Hours
Hours of Work: 7 hrs/shift
Posting Number: 9525B
Union: Non-Union
Date Posted: July 27, 2026
About Us
The Rotman Research Institute (RRI) is a premier international centre for the study of human brain function. The primary research focus is on memory and the executive functions of the brain, both in normal aging and in the presence of diseases and conditions which affect the brain, such as stroke, traumatic brain injury, Alzheimer’s disease and other dementias.
Job Summary
Reporting to the Division Head of Neurology, the Administrative Coordinator is responsible for the day-to-day coordination and administration of the Division of Neurology, supporting its academic, research, educational, and operational priorities.
This role serves as a central point of coordination for divisional activities, including educational programs, international collaborations, research initiatives, financial administration, and administrative support. The successful candidate will work closely with physicians, researchers, learners, and internal and external stakeholders to ensure the efficient operation of the Division.
Responsibilities include but are not limited to:
Division Operations & Administrative Support
- Coordinate the day-to-day administrative operations of the Division of Neurology.
- Provide comprehensive administrative support to the Division Head, including complex calendar management, meeting coordination, correspondence, and document preparation.
- Prepare meeting agendas, record minutes, and follow up on action items.
- Draft and distribute communications, announcements, newsletters, and informational bulletins related to divisional activities.
- Maintain the Division Head's curriculum vitae by tracking publications, presentations, grants, and academic achievements using PubMed and other resources.
Academic Programs & Educational Events
- Coordinate academic and educational initiatives affiliated with the University of Toronto, including Behavioural Neurology educational events and City-Wide Educational Evenings.
- Coordinate the Behavioural Neurology Fellowship Program and support fellowship recruitment and onboarding activities.
- Plan and coordinate the National Neurology Grand Rounds and International Behavioural Neurology Videoconference Rounds.
- Manage attendance tracking, speaker evaluations, surveys, and event logistics.
Research & International Collaboration
- Support national and international research initiatives and special projects, including activities associated with the World Federation of Neurology.
- Coordinate domestic and international travel arrangements for academic, research, and conference activities.
- Assist with international collaborations, educational initiatives, and virtual learning platforms such as the World Federation of Neurology eLearning Hub.
- Coordinate activities related to international leadership initiatives, committees, and election campaigns, as required.
Financial & Operational Coordination
- Monitor divisional cost centres and prepare regular financial reports for the Division Head.
- Track expenditures and assist with budget monitoring and financial reconciliation.
- Liaise with Finance and internal departments to support financial administration and reporting.
Digital Content & Stakeholder Coordination
- Coordinate the recording, editing, and publication of educational videos and digital learning content.
- Collaborate with Communications and Information Technology teams to maintain online educational resources.
- Work closely with clinical secretaries and administrative staff to coordinate scheduling and resolve operational conflicts.
- Build and maintain positive working relationships with physicians, researchers, learners, and external partners.
Qualifications include but are not limited to:
- Diploma in Office Administration (Executive) or a recognized equivalent.
- Bachelor's degree in Business Administration, Health Administration, or a related field is considered an asset.
- Three to five years of progressive administrative or coordination experience, preferably within a healthcare, academic, research, or post-secondary environment.
- Experience supporting senior leaders or physicians is preferred.
- Experience coordinating educational programs, conferences, or academic events is an asset.
- Experience with financial administration, budget monitoring, or cost centre management is preferred.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with databases and data management systems; familiarity with research databases is an asset.
- Knowledge of statistical or research software (e.g., SPSS, Medidata RAVE, OpenClinica) is considered an asset.
- Excellent written, verbal, proofreading, and editing skills.
- Exceptional organizational, planning, and project coordination abilities.
- Demonstrated ability to manage multiple competing priorities while meeting tight deadlines.
- Strong interpersonal skills with the ability to build collaborative relationships across multidisciplinary teams.
- Excellent judgment, discretion, and professionalism when handling confidential information.
- Highly organized, detail-oriented, and proactive, with the ability to anticipate needs and solve problems independently.
Compensation:
At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency.
For this position, the salary range is $51,634 to $64,542.
Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.
