Administrative Assistant III

University Health Network; Toronto; On-site; CAD 57,000 - 71,000; Full time

Benefits offered by this job

HOOPP pension plan

Transit access

Flexible work environment

Development opportunities

Corporate discounts

Job summary

University Health Network is seeking an Administrative Assistant III to provide high-level administrative support to the Clinical Director across multiple departments at Toronto Western Hospital. The role focuses on managing complex calendars, preparing documents, organizing meetings, and supervising staff where needed.

Required are a medical office or business administration diploma, four years of experience, and strong Microsoft Office skills, with excellent communication and confidentiality

Qualifications

• Completion of Grade XII or recognized equivalent.
• Completion of a recognized medical office or business administration program at the diploma level.
• Four (4) years related administrative experience.
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment.
• Experience working in a health care environment, an asset.
• Excellent organizational and time management skills.
• Excellent interpersonal and customer service skills.
• Strong verbal and written communications skills.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards.
• Ability to produce high quality work in accordance with Hospital standards.
• Ability to maintain confidentiality.
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• Knowledge of medical terminology, an asset.
• Preparing reports and presentation.
• Ensuring invoice payment and office account management.

Responsibilities

• Managing and coordinating complex calendars and schedules (both electronic and written) for assigned personnel.
• Utilizing advanced word processing tools to prepare and format complex documents and materials.
• Organizing, coordinating, and planning meetings and events.
• Providing direct and/or functional supervision to designated staff.
• Monitoring, analyzing, and reporting on departmental budgets.
• Ensuring the smooth and efficient operation of the office.
• Developing and maintaining organized systems for electronic and paper filing and information retrieval.
• Carrying out other responsibilities aligned with the job classification, as assigned.

Skills

Organizational skills

Time management

Interpersonal skills

Customer service

Verbal communication

Written communication

Confidentiality

Work under pressure

Attention to detail

Medical terminology knowledge

Education

Grade XII or equivalent

Diploma in medical office or business administration

Tools

Microsoft Office

Job description

• Compensation: CAD 56,667 - CAD 70,824 - 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 Position: Replacement
Site: Toronto Western Hospital
Department: Toronto Western Administration
Reports to: Clinical Director
Hours: 37.5 hours per week
Salary:$56,667 - $70,824
Shifts: Days
Status: Permanent Full-Time
Closing Date: October 28, 2026

Position Summary
Administrative Assistant IIIwill provide high-level administrative and secretarial support to the Clinical Director overseeing Emergency Department (ED), General Internal Medicine (GIM), Infectious Diseases (ID), Medical Day Unit (MDU), Gastroenterology (GI), Dermatology (DERM), and Family and Community Medicine. This role requires sound judgment and a high degree of independence in carrying out the following responsibilities:
Duties

• Managing and coordinating complex calendars and schedules (both electronic and written) for assigned personnel
• Utilizing advanced word processing tools to prepare and format complex documents and materials
• Organizing, coordinating, and planning meetings and events
• Providing direct and/or functional supervision to designated staff
• Monitoring, analyzing, and reporting on departmental budgets
• Ensuring the smooth and efficient operation of the office
• Developing and maintaining organized systems for electronic and paper filing and information retrieval
• Performing a variety of clerical and administrative support tasks
• Carrying out other responsibilities aligned with the job classification, as assigned

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Four (4) years related administrative experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment
• Experience working in a health care environment, an asset
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Strong verbal and written communications skills
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Knowledge of medical terminology, an asset
• Preparing reports and presentation
• Ensuring invoice payment and office account management

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.

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.