Administrative Assistant and Event Coordinator

University Health Network; Toronto; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

A leading healthcare organization in Toronto is seeking an Administrative Assistant and Event Coordinator to support the Banting & Best Diabetes Centre. This role involves administrative duties and event coordination, requiring strong organizational and communication skills. The position offers a hybrid work model and is temporary to cover a parental leave. The successful candidate will work closely with the Centre’s director and business manager to manage funding programs and organize events, contributing to diabetes research and education.

Benefits

Competitive offer packages

Government organization benefits

Access to Transit and UHN shuttle service

Flexible work environment

Opportunities for development and promotions

Corporate discounts

Qualifications

• 4 or more years of related experience in administrative support and event planning.
• Experience providing support to committees including preparing agendas and taking minutes.

Responsibilities

• Coordinate funding programs and oversee committee activities.
• Plan and execute scientific and educational events.
• Manage website content and prepare communications.

Skills

Organizational Skills

Communication

Time Management

Interpersonal Skills

Education

Bachelor’s degree

College diploma in administration

Tools

Microsoft Office

MailChimp

WordPress

Zoom

Eventbrite

YouTube

Job description

Administrative Assistant and Event Coordinator

• Full-time
• Department: Research

UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Union: Non-Union
Number of vacancies: 1
Site: Toronto General Hospital
Department:Banting& Best Diabetes Centre
Reports to: Business Manager
Work Model: Hybrid or In-Office
Hours: 35 hours per week
Shifts: Monday to Friday
Status: Temporary Full-Time
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 diabetes-related 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, Women’s 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 Centre’s 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 on-site during the initial training period, then on-site 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 full-time 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 Centre’s 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 Centre’s 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
• 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.
• Bachelor’s 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.

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.

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.