Administrative Assistant III

SmartRecruiters, Inc.; Toronto; On-site; CAD 39,000 - 49,000; Full time

Benefits offered by this job

Competitive package

Transit access

Flexible work

Development opportunities

Corporate discounts

Job summary

University Health Network (UHN) is seeking an Administrative Assistant III to support the Princess Margaret Commercialization team in Toronto. The role focuses on coordinating calendars, managing records, processing agreements, and supporting special projects within a fast-paced, collaborative environment.

You will handle front-desk duties, manage inquiries, assist with expense processes, and help maintain organization across multiple systems while contributing to continuous process improvements

Qualifications

• College diploma or university degree in Business Administration, Office Administration, Healthcare Administration, or related field.
• Minimum four years of progressive administrative experience, preferably in healthcare/research/academic or tech transfer.
• Experience managing complex calendars and coordinating meetings for managers or senior leaders.
• Experience with electronic document management systems and databases; Wellspring/Adobe Sign is a plus.
• Strong organizational, time-management, and communication skills with attention to detail.

Responsibilities

• Coordinate calendars, meetings, and scheduling for PM Commercialization team and leadership.
• Process and track agreement records using Adobe Sign and Wellspring database.
• Maintain Wellspring records for Licensing Professionals and support CDA summaries.
• Support Innovation Accelerator Fund activities, including meetings and data entry.
• Monitor shared inbox, route inquiries, and provide front‑desk reception as needed.
• Assist with day-to-day operations, logistics, and departmental projects.

Skills

Calendar management

Administrative support

Microsoft Office

Customer service

Communication

Education

College diploma

Tools

Wellspring

Adobe Sign

Job description

• Compensation: CAD 28.42 - CAD 35.52 - hourly

Company Description

UHN is Canada’s #1 hospital and the world’s #1publicly funded hospital. With 10 sites and more than 44,000TeamUHNmembers,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,educationand patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomicmedicineand rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World andit’sonly 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
Replacement or New: Replacement
Site: Toronto General
Department:Princess Margaret (PM) Commercialization team
Reports to:Finance & Operations Manager
Wage Range: $28.42 - $35.52 per hour
Hours: 37.5 hr per week
Shifts: Days
Status: Temporary Full Time (Approximately 18 months)
Closing Date: October 19, 2026

Position Summary

The Administrative Assistant III provides comprehensive administrative and operational support to the Princess Margaret (PM) Commercialization team, with a primary focus on supporting team leadership and ensuring the efficient coordination of day-to‑day activities. The incumbent is responsible for managing calendars and meetings, maintaining records within the database, supporting agreement administration, monitoring shared communications, and contributing to special projects and portfolio initiatives. The role requires strong organizational skills, excellent customer service, attention to detail, and the ability to manage multiple priorities in a fast‑paced, collaborative environment.

Duties

• Coordinate and manage calendars, meetings, and scheduling activities for the Princess Margaret Commercialization team, with primary responsibility for supporting team leadership and ensuring effective coordination of internal and external meetings.
• Process, track, and maintain agreement records through Adobe Sign and the Wellspring database, ensuring documentation is complete, accurate, and appropriately filed.
• Create, maintain, and update Wellspring records for Licensing Professionals, including supporting the preparation of Confidential Disclosure Agreement (CDA) summary pages and uploading associated documentation.
• Provide administrative support for Innovation Accelerator (IA) Fund activities, including scheduling and coordinating meetings, maintaining records, supporting data entry requirements, and assisting with Wellspring updates.
• Monitor and manage the UHN Commercialization shared inbox, ensuring inquiries are addressed promptly, appropriately routed, and followed through to resolution.
• Serve as the first point of contact for visitors and guests, providing professional front‑desk reception services and responding to inquiries in a courteous and customer‑focused manner.
• Respond to and redirect requests and inquiries to the appropriate Licensing Professionals and team members, ensuring timely and accurate communication.
• Support the day‑to‑day operations of the office by maintaining organized administrative processes, coordinating logistics, and contributing to an efficient and professional work environment.
• Assist with departmental projects, initiatives, and operational activities, ensuring assigned tasks and deliverables are completed accurately and within established timelines.
• Provide administrative coverage and support for the Administrative Coordinator during absences, vacations, and periods of increased workload.
• Assist with expense reimbursement processes and related administrative activities for Princess Margaret team leadership.
• Contribute to continuous improvement initiatives by identifying opportunities to enhance administrative processes, record‑keeping practices, and team operations.

Qualifications

• College diploma or university degree in Business Administration, Office Administration, Healthcare Administration, or a related discipline, or an equivalent combination of education and experience.
• Minimum four (4) years of progressively responsible administrative experience, preferably in a healthcare, research, academic, professional services, or technology transfer environment.
• Demonstrated experience managing complex calendars, coordinating meetings, and providing administrative support to managers and senior leaders.
• Experience working with electronic document management systems, databases, and workflow tools. Experience with Wellspring, Adobe Sign, or similar systems is considered an asset.
• Strong organizational and time‑management skills with the ability to manage multiple priorities and deadlines with a high degree of accuracy.
• Excellent attention to detail and commitment to maintaining accurate records and documentation.
• Strong interpersonal, verbal, and written communication skills, with a demonstrated ability to interact effectively with a diverse range of internal and external stakeholders.
• Proven customer service orientation and ability to exercise professionalism, tact, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Demonstrated problem‑solving skills, initiative, and ability to adapt to evolving priorities and operational needs.

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
• 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.At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.
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.