Administrative Assistant III, Executive Team

University Health Network; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

University Health Network is seeking an Administrative Assistant III to provide high-level administrative support to the Clinical Director at Toronto Western Hospital. The role involves managing schedules, preparing documents, and ensuring efficient office operations. Ideal candidates will have strong organizational skills and experience in a healthcare environment, contributing to a leading research hospital's mission.

Benefits

Competitive offer packages

Healthcare of Ontario Pension Plan

Close access to Transit and UHN shuttle service

Flexible work environment

Opportunities for development and promotions

Corporate discounts (travel, restaurants, etc.)

Qualifications

• Completion of Grade XII or equivalent.
• Completion of a recognized medical office or business administration program.
• Four years related secretarial support experience.

Responsibilities

• Managing and coordinating complex calendars and schedules.
• Preparing and formatting complex documents.
• Organizing and planning meetings and events.

Skills

Organizational skills

Time management

Interpersonal skills

Customer service skills

Communication skills

Judgment

Education

Grade XII or recognized equivalent

Medical office or business administration diploma

Tools

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.

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.

www.uhn.ca

Job Description

Union: Non-Union

Number of Vacancies: 1

Site: Toronto Western Hospital

Department: Toronto Western Hospital Executive Team

Reports to: Sabrina Bennett

Work Model: On-Site

Hours: 37.5 hours per week

Shifts: Weekdays, Monday - Friday

Status: Permanent Full Time

Closing Date: May 22, 2025

Position Summary

Administrative Assistant III will 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 secretarial support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment
• Previous supervisory experience, preferred
• Experience working in a health care environment, an asset
• Excellent organizational and time management skills
• Very good interpersonal and customer service skills
• Very good 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

Why join UHN?

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.