Administrative Assistant I

Job title: Administrative Assistant I

Job description: Job Posting # 903744

Position: Administrative Assistant I
Site: Toronto General Hospital
Department: Medicine-Respirology
Reports to: Principal Investigator(s)/Manager
Salary Range: $20.86 to $26.08 per hour ( Commensurate with experience and consistent with UHN Compensation Policy )
Hours: 37.5 hours per week
Status: Permanent Full Time

University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant I for the Division of Respirology.

Transforming lives and communities through excellence in care, discovery and learning.

The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto Rehabilitation Institute, Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre and the Michener Institute of Education at UHN. 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 groundbreaking 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.

University Health Network (UHN) is a research hospital affiliated with the University of Toronto and a member of the Toronto Academic Health Science Network. The scope of research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. Research across UHN’s five research institutes spans the full spectrum of diseases and disciplines, including cancer, cardiovascular sciences, transplantation, neural and sensory sciences, musculoskeletal health, rehabilitation sciences, and community and population health. .

Supporting existing research team, the Administrative Assistant I exercises moderate judgement and decision making to provide administrative services, including: coordinating and maintaining written and/or electronic calendar/daily schedule for assigned personnel and ensuring efficient operation of their office area; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; tracking and entry of Payroll information; organizing travel and hotel arrangements and follow up on travel and expense reimbursements; scheduling meetings, teleconferences and coordinating events; communicating with patients in the healthcare setting; packing and shipping testing kits; ensuring efficient office operations (e.g., requisitions office/lab supplies; ensures maintenance of office equipment); assisting with clinical research and grant related documents; coordinating international projects; financial documentation and activity reports; developing, organizing and maintaining electronic and paper information; performing clerical support functions as required; performing cross-functional responsibilities as required; coordination with other administrative assistants and team members in the department, performing other duties consistent with the job classification, as assigned.

Qualifications

• At minimum, Community College Diploma in General or Medical Office or equivalent Administration required
• At minimum, 1 year of experience working for principal investigators and/or as an administrative assistant to a senior executive, preferably in health care required
• Knowledge of medical terminology an asset
• Experience working in health profession education/care programs and/or a research/academic environment preferred
• Computer proficiency required (Microsoft Office environment, Word, Access, PowerPoint, Outlook and Excel)
• Excellent organizational and time management skills
• Excellent interpersonal skills and demonstrated ability to work effectively, both independently and as a team member
• Excellent verbal and written communication skills
• Ability to effectively handle confidential matters and materials
• Ability to work well under pressure
• Knowledge of administrative, organizational/office practices, procedures and standards

Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.

POSTED DATE: August 22, 2022 CLOSING DATE: Until Filled

For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN’s attendance management program, and possess all the required experience and qualifications should apply.

UHN thanks all applicants, however, only those selected for an interview will be contacted.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

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