Administrative Assistant III – PM Management Office

Job title: Administrative Assistant III – PM Management Office

Job description: ADMINISTRATIVE ASSISTANT III, PM MANAGEMENT OFFICE

Job Posting #: 925290

Site: Princess Margaret Cancer Centre (PM) – Oncology, Red Blood Cell Disorders, Genetics, and Supportive Care Programs

Department: PM Management Office

Reports to: Director of Professional Practice

Hours: 37.5 hours per week

Salary: $52,240 – $63,305 per annum

Status: Permanent Full-Time

Posted Date: October 12, 2023

Closing Date: October 26, 2023

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.

Supporting the Director of Professional Practice (DPP), the Administrative Assistant III will exercise considerable judgment, and have independence in providing complex administrative support services. Your primary responsibilities are to ensure the DPP and all work from their office is skillfully managed by being responsible for a very organized schedule, producing first-rate documentation and anticipating their professional needs.

Key job duties include:

• Day-to-day administrative duties such as Outlook calendar management, ordering office supplies, agenda setting, minute taking, and other duties as required
• Work closely with PM Management Office team, Advanced Practice Nursing team, Collaborative Academic Practice (CAP) leadership, senior management, hospital teams, and interface with clients and stakeholders
• Work closely with peers within Princess Margaret Executive to support broader functions or initiatives of the team
• Preparation of bi-weekly employee payroll in VIP
• Coordination of PM Professional Development Funding, including budget management, application processing and responding to point of care staff inquiries
• Working closely with UHN Finance and PMCF Finance, provide support during monthly budget tracking and yearly budget planning
• Assist preparation of communications (i.e., emails, posters, PowerPoint presentations) for various programs and forums

To be considered for this role, you have experience supporting director level executives and the ability to deal with highly sensitive issues with tact and discretion. Mastery of MS Office applications such as Outlook, Excel, Word, Visio and superb organizational and time management skills are required. You have the ability to take initiative and work well with a wide range of people within and outside of UHN. The ideal candidate will be insightful, mature, tactful and able to focus on the priorities of a rapidly changing day.

If you possess flawless communication skills and excellent judgment, have an outstanding customer service and thrive under pressure, then this role is for you.

QUALIFICATIONS:

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or business post-secondary secretarial arts program at the diploma level is an asset.
• At least four (4) years related administrative support experience
• Experience working in a health care environment an asset
• Previous on-the-job experience with Microsoft Office Suite required
• Excellent organizational and time management skills; ability to prioritize and deal with multiple tasks in a dynamic environment.
• Excellent interpersonal, verbal, written, and customer service skills
• 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

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

) * 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.

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

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. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.

University Health Network thanks all applicants, however, only those selected for an interview will be contacted.

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