Administrative Assistant II, Medical

University Health Network; Toronto; On-site; CAD 50,000 - 61,000; Full time

Benefits offered by this job

HOOPP pension

Transit nearby

Flexible work environment

Development opportunities

Corporate discounts

Job summary

University Health Network in Toronto is seeking a Medical Administrative Assistant II to support three physicians within the Complex Continuing Care & Rehabilitation department. This on-site role requires resourcefulness, attention to detail, and the ability to manage multiple priorities while assisting physicians and learners.

The successful candidate will handle administrative duties, calendar management, and financial tasks in a dynamic academic-clinical environment, with a 37.5-hour work

Qualifications

• Completion of secondary school or recognized equivalent.
• Completion of a recognized post-secondary office/medical administration program at certificate level or equivalent.

Responsibilities

• Answer office phone, triage urgent patient calls.
• Schedule time-sensitive clinic patients in Epic.
• Manage physician calendars, schedule meetings and take minutes.
• Support academic requirements: physician CVs, activity reports, learner supervision.
• Coordinate elective student placements and onboarding/evaluations for residents and fellows.
• Support billing processes and monthly reconciliation.
• Submit and track expense reimbursements and credit card reconciliations.
• Assist with research-related financial activities including onboarding/offboarding and grant accounts.

Skills

Organizational skills

Interpersonal communication

Team collaboration

Education

Secondary School diploma

Certificate in office/medical administration

Tools

EPIC EMR

REDCap

Microsoft Office

Job description

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.

www.uhn.ca

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.

Job Description

Union: Non-Union

Number of Vacancies: 1

New or Replacement role: New

Site: Toronto Rehab

Department: Complex Continuing Care & Rehabilitation

Work Model: On-Site

Reports to: Clinical Manager

Salary: $25.56 - $31.05 per hour

Hours: 37.5 hours per week

Shifts: Weekdays; Monday - Friday

Status: Permanent, Full Time

Closing Date: October 2, 2026

Position Summary

The Medical Administrative Assistant II will support three physicians within the department of Physical Medicine & Rehabilitation. This role involves managing a broad range of administrative responsibilities in a dynamic academic and clinical environment. The ideal candidate will be resourceful, detail-oriented, and able to manage multiple priorities while providing strong support to physicians and learners.

Duties

Administrative & Clerical Support

• Answer office phone, including triaging urgent patient calls
• Schedule time sensitive clinic patients within the Epic system

Calendar & Meeting Coordination

• Manage physician calendars including scheduling meetings and appointments
• Prepare meeting agendas and take accurate meeting minutes

Clinical & Academic Support

• Support academic requirements including physician CV updates, activity reports, and organizing learners/students
• Coordinate elective student placements and support onboarding and evaluations for residents and fellows

Finance & Operations

• Support billing processes and monthly reconciliation
• Submit and track expense reimbursement forms and credit card reconciliations
• Support research-related financial activities including onboarding, offboarding, and research grant account setup
• Submit internal UHN digital requests, hardware and telephone request forms with appropriate FC and signing authority knowledge

Facility & Resource Coordination

• Order and maintain office supply inventory
• Assist with conference registration and related logistics

Qualifications

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Two (2) years related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Experience working with online survey and research database tools such as REDCap is an asset
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

Additional Information

Why join 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.

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.