Position: Administrative Assistant II
Salary: $23.28 $29.20 per hour(salary commensurate with candidate experience and consistent with UHN Compensation Policy)
The University Health Network , where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of “Transforming lives and communities through excellence in care, discovery and learning”, the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.
The Myrna Daniels Seniors Emergency Medicine Centre (SEMC) aims to be a world leader in every domain of seniors’emergency care by building an innovative physical space, designing a transformative model of clinical care, seamlessly integrating with community partners, and producing leading-edge research and education.
As an integral part of the SEMC Team, the Administrative Assistant will be responsible for providing diversified administrative support and coordination. This includes, but is not limited to scheduling meetings, managing staff calendars, travel arrangements, drafting confidential documents, assisting with financial planning and tracking, providing meeting support and assisting with event planning and management. This position is key to the success of the SEMC and plays an important role in delivering on the ambitious vision of the Centre, which is poised to be the first of its kind in Canada. The position requires highly developed problem-solving skills, discretion,discernment, and confidentiality. The individual must be a self-starter and a critical thinker.
This position will be primarily virtual. The Centre will be located at the Toronto Western Hospital. Some on-site work is required on an ad hoc basis primarily for in-person meeting support.
Responsibilities of the position include, but may not be limited to:
Provide administrative support and coordination to SEMC staff, scheduling meetings, managing staff calendars, and travel arrangements, drafting confidential documents, assisting with financial planning, and tracking, providing meeting support, assisting with event planning and management, and other clerical duties as required.
Arrange meetings, distribute meeting materials, book and set up rooms, take and transcribe minutes, circulate minutes in a timely manner, and follow up as necessary.
Maintain effective and professional working relationships with internal and external stakeholders.
Coordinate travel including flights and accommodation.
Maintain inventory of equipment; support procurement activities as needed.
Support onboarding of new staff.
Support financial management through updating and tracking budgets,reconciling financial statements, and notifying appropriate staff of variances for follow-up, files and organizations’ required documentation.
Communicate with senior-level stakeholders, including administrative leadership and partners.
Contribute to the coordination and implementation of special projects that support the strategic directions of the Centre.
Completion of a recognized post-secondary office/medical administration program at the diploma level or equivalent.
Minimum of two (2) to three (3) years related administrative/secretarial support experience. Experience working in a healthcare, research, or university environment is an asset.
Available to support limited on-site activities (meetings, events) as needed.
Ability to multi-task and work under pressure in a very fast-paced, dynamic environment with competing deadlines and priorities.
Advanced proficiency in using Microsoft Office applications (e.g., Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Forms) and Adobe Acrobat.
Excellent oral and written communication skills to draft clear, concise correspondence, as well as to respond to enquiries with tact, confidentiality, and discretion.
Must be highly organized and detail-oriented and possess excellent interpersonal skills for liaising with SEMC stakeholders, senior leadership, and representatives from partner organizations.
Must be able to work both independently and within a team environment and balance competing priorities to meet deadlines.
Strong ability for self-direction, organization, project and time management.
Exceptional attention to detail, nuance, sensitivity, and assurance of accuracy in communicating information.
Knowledge of the Canadian healthcare system and its stakeholders is an asset.
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 https://hoopp.com/ )
Close 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, on-site gyms, etc.)
Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN’s attendance management program, to be eligible for consideration.
Vaccines (COVID and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.
University Health Network thanks all applicants, however, only those selected for an interview will be contacted.
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