Administrative Assistant I

SmartRecruiters, Inc.; Toronto; On-site; CAD 32,000 - 40,000; Full time

Benefits offered by this job

Competitive offer packages

HOOPP (Healthcare of Ontario Pension)

Transit access and shuttle service

Flexible work environment

Development opportunities

Corporate discounts

Job summary

UHN, Canada’s leading hospital system, is seeking an Administrative Assistant I for the Diabetes Research Program at Toronto General Hospital. The role focuses on coordinating shipments, patient visit schedules, and study-related tasks while maintaining organized records and confidential handling of information.

The position requires strong communication, teamwork, and detail-oriented abilities. It offers 37.5 hours weekly, a 6-month temporary full-time contract, and a closing date of October 2,

Qualifications

• Community College Diploma in General or Medical Office or equivalent Administration.
• Completion of a medical terminology course(s) is an asset.
• Ability to maintain confidentiality as per UHN and departmental policies.
• Ability to learn quickly and work independently.
• Ability to work in a team environment.
• Excellent written and verbal communication skills.
• Excellent organization and prioritization skills.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience.
• Experience in a Microsoft Office environment.
• Experience working in a health care environment is an asset.
• Ability to perform multiple concurrent tasks while maintaining a high level of attention to detail.

Responsibilities

• Coordinate and prepare study-related shipments, including refrigerated and dry-ice shipments of clinical samples, study materials, and supplies, ensuring proper packaging, labeling, documentation, and timely courier arrangements in accordance with study protocols and applicable shipping requirements.
• Coordinating patient visit schedules as per study protocol.
• Coordinating all aspects of study visits including scheduling tests/procedures, making travel arrangements and assisting in handling study compensation for patients.
• Maintaining written and/or electronic calendar/schedule for assigned personnel.
• Utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials.
• Organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; answering phones, schedules and triages appointments.
• Responds to general inquiries and provides routine information, ensures efficient office operations (e.g., requisitions office/lab supplies; ensures maintenance of office equipment); entering information into spreadsheets/databases from readily available sources.
• May update and distribute standard reports; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

Skills

Organization

Communication

Independent work

Teamwork

Attention to detail

Health-care environment

Education

Community College Diploma (General or Medical Office)

Medical terminology course

Tools

Microsoft Office

Word processing / databases / spreadsheets

Job description

• Compensation: CAD 23.14 - CAD 28.92 - hourly

Company Description

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
New or Replacement:Replacement
Number of Vacancies:1
Site:Toronto General Hospital
Department:Ajmera Transplant Centre Diabetes Research Program
Reports to:Clinical Research Manager
Hours:37.5 hours per week
Salary:$23.14 - $28.92 per hour
Shifts:Monday-Friday8-4PM
Status:TemporaryFull-Time (approximately 6 months)
Closing Date:October 2, 2026

Position Summary

The Diabetes Research Program conducts multidisciplinary translational and clinical research focused on advancing the understanding and treatment of diabetes, including biomarkers and novel therapeutics. The Administrative Assistant I provides administrative support to the Diabetes Research Program at Toronto General Hospital. The ideal candidate is highly organized, detail-oriented, resourceful, and motivated, withstrong communicationand interpersonal skills and the ability to work effectively both independently and as part of an interdisciplinary team.

The administrative assistant’s primary responsibilities will include, but are not limited to:

• Coordinate and prepare study-related shipments, including refrigerated and dry-ice shipments of clinical samples, study materials, and supplies, ensuring proper packaging, labeling, documentation, andtimelycourier arrangementsin accordance withstudy protocols and applicable shipping requirements
• Coordinating patient visit schedules as per study protocol
• Coordinating all aspects of study visits including scheduling tests/procedures, making travel arrangements andassistin handling study compensation for patients
• Maintaining written and/or electronic calendar/schedule for assigned personnel
• Utilizing advanced functions to provide word processing/typing services tofacilitatethe production of complex documents/materials
• Organizing andmaintainingelectronic and paper information filing/retrieval methods,systemsor formats; answering phones,schedulesandtriagesappointments.
• Responds to general inquiries and provides routine information, ensures efficient office operations (e.g., requisitions office/lab supplies; ensures maintenance of office equipment); entering information into spreadsheets/databases from readily available sources.
• May update and distribute standard reports; performing clerical support functions; performing cross-functional responsibilities, asrequired; performing other duties consistent with the job classification, as assigned.

Qualifications

• Community College Diploma in General or Medical Office or equivalent Administration
• Completion of a medical terminology course(s) is an asset.
• Ability tomaintainconfidentiality as per UHN and departmental policies
• Ability to learn quickly and work independently
• Ability to work in a team environment
• Excellent written and verbal communication skills
• Excellent organization and prioritization skills
• Previouson-the-job computer/word-processing,databaseand spreadsheet software experience
• Experience in a Microsoft Office environment
• Experience working in a health care environment and asset
• Ability to perform multiple concurrent tasks whilemaintaina high levelof attention to detail.
• Knowledge of applicable legislative, UHN and/or departmental policies

Additional Information

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. 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.