Fellowship & Education Special Projects Administrative Assistant III

University Health Network; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

The University Health Network seeks a Fellowship & Education Special Projects Administrative Assistant III to provide complex administrative support. This role involves coordination of fellowship programs, maintaining applicant files, and liaising with various stakeholders, along with offering assistance for medical education projects. It requires strong organizational, communication, and time management skills, essential in a fast-paced healthcare environment.

Benefits

Competitive offer packages

Government organization, member of HOOPP

Close access to Transit and UHN shuttle service

Flexible work environment

Opportunities for development and promotions

Corporate discounts (travel, restaurants, etc.)

Qualifications

• Three (3) years related secretarial support experience required.
• Knowledge of medical terminology is an asset.
• Experience in a health care environment preferred.

Responsibilities

• Provide complex secretarial and administrative support to fellowship and program directors.
• Collect and organize applicant files for clinical/research fellowship.
• Maintain electronic and paper information systems.

Skills

Organizational skills

Time management

Interpersonal skills

Customer service

Verbal communication

Written communication

Education

Completion of Grade XII or recognized equivalent

Completion of a recognized medical office or business administration program at the diploma level

Tools

Microsoft Office

Job description

Fellowship & Education Special Projects Administrative Assistant III

• Contract
• Department: Other (Not Listed)

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
Number of vacancies:1
Site: Toronto Rehab - University Centre
Department:Fellowship & Education Special Project
Reports to:Program Medical Director
Hours: 37.5 hr/week
Shifts: Monday to Friday 8:30am to 4:30pm
Status: Temporary Full Time
Closing Date: July 8, 2025

Position Summary

The Fellowship & Education Special Project Administrative Assistant III exercises judgment and independence to provide complex secretarial and administrative support services to the fellowship and program directors, including: utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating, organizing or planning meetings; ensuring efficient operation of the office; organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

Fellowship Program

• Collect and organize applicant files for clinical/research fellowship
• Maintaining electronic and paper informationeg. create OATS accounts to upload applicant files; ensure that credentials are up-to- date for new/returning fellows in POWER
• Liaise with stakeholders eg. Post Graduate Medical Education, Department of Medicine, supervisors and fellows
• Provide guidance to fellows for completion of required documents i.e. specialty certificates, CPSO/CMPA application; human resources forms
• Ensure that the divisional website is kept up-to-date with new fellowship opportunities and reflects changes in supervisors

Medical Education

• Provide administrative support for Competence By Design curriculum for the PM&R residency program
• Assist with Special Projects (Competence By Design for PMR program)
• Onboarding for undergraduate and postgraduate medical learners (Registration and approval on UHN system (UMLearns) for computer/clinical program access, ID badges, etc.
• Maintaining records for Ministry Trainee Days
• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Three (3) years related secretarial support experience
• 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 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.

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.