ICU Administrative Coordinator: Scheduling & Operations

University Health Network; Toronto; On-site; CAD 39,000 - 49,000; Full time

Benefits offered by this job

HOOPP pension

Transit access

Flexible work environment

Development opportunities

Corporate discounts

Job summary

University Health Network seeks an Administrative Assistant III for the ICU at Toronto Western Hospital. You will provide complex secretarial and administrative support to professional staff, manage calendars, prepare documents, and help coordinate meetings.

The role requires strong office skills, proficiency in Word/Excel/SharePoint, and the ability to work under pressure in a permanent full-time, unionized environment with strong benefits.

Qualifications

• Completion of Grade XII or recognized equivalent required.
• Diploma in secretarial arts (medical or business) required.
• Four years related secretarial support experience required.
• Experience with Microsoft Office environment preferred.
• 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.
• Knowledge of medical terminology an asset.

Responsibilities

• Coordinates and maintains calendar/schedule of assigned personnel.
• Create and maintain operational schedule of large clinical team; knowledge of unionized environment.
• Advanced word processing to produce complex documents/materials.
• Coordinates, organizes or plans meetings/events.
• Provides direct and/or functional supervision for assigned personnel.
• Supports data collection for budgeting/forecasting.
• Maintains staffing data tracking and onboarding forms.
• Supports hiring coordination with PCC and APNE.
• Ensures efficient office operation; develops and maintains filing/retrieval methods.
• Generates payroll entry and supports recruitment planning.

Skills

Organizational skills

Time management

Interpersonal skills

Verbal and written communication

Confidentiality

Work under pressure

Education

Grade XII or equivalent

Secretarial arts diploma (medical or business)

Tools

SharePoint

Word

Excel

Teams

Forms

Job description

University Health Network seeks an Administrative Assistant III for the ICU at Toronto Western Hospital. You will provide complex secretarial and administrative support to professional staff, manage calendars, prepare documents, and help coordinate meetings.

The role requires strong office skills, proficiency in Word/Excel/SharePoint, and the ability to work under pressure in a permanent full-time, unionized environment with strong benefits.