Administrative Assistant III

The University Health Network, where "above all else the needs of patients come first", encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of "Transforming lives and communities through excellence in care, discovery and learning", the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

Union: Non-Union
Site: Toronto General Hospital
Department: Medical Device Reprocessing & Clinical Finance
Reports to: Director
Work Model: On-Site
Grade: A0:07
Hours: 37.5 hours per week
Salary: $53,801 - $67,256 (to commensurate with experience consistent with UHN compensation policy)
Shifts: Monday-Friday 8:30am - 4:30pm
Status: Permanent Full-Time
Closing Date: January 10, 2025

Position Summary

Serving as the primary support person to the Director of MDRD and Senior Director of Finance, Clinical Programs, you will exercise considerable judgment and have independence in providing complex administrative support to these busy Directors. You will possess an in-depth knowledge of the Directors preferences to be able to effectively plan their schedule and organize their daily activities. Your overall responsibility is to ensure that all work from their office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to internal and external stakeholder meetings including agenda creation, minute taking & dissemination, calendar management and effective communication with all relevant parties. You will also support large project management initiatives (MDRD). You will produce first rate documentation and anticipate the Directors professional needs. The role will require you to interact with senior management across multiple sites and interface with clients and vendors.

Duties

• The Administrative Assistant III exercises judgment and independence to provide complex secretarial and administrative support services to senior professional personnel, including:
• Coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel
• Utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials
• Coordinating, organizing or planning meetings/events
• Providing direct and/or functional supervision for assigned personnel
• Monitoring and analyzing department budgets
• Ensuring efficient operation of the office
• Developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats
• Performing clerical support functions
• Performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

• 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 support 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
• 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
• Experience preparing reports and presentations; agenda preparation and minute taking
• Ensuring invoice payment and office account management
• Knowledge of MDRD process, terminology, and surgical instrumentation nomenclature (preferred)

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
• 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.