Administrative Assistant III

Company Description

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. 

www.uhn.ca 

Job Description

Union: Non-Union
Number of vacancies: 1 
New or Replacement Position: Replacement
Site: West Park Healthcare
Department:  Clinical Programs
Reports to:  Clinical Directors
Salary Range:  $55,415 - $69,273
Hours: 37.5 per week
Shifts: Monday to Friday: 8:00-4:00, 8:30-16:30, 9:00-5:00
Status: Permanent Full Time
Closing Date: January 8, 2026

Position Summary

Working under the direction of the Clinical Directors, the successful candidate will provide services involving (but not limited to) the following: 

• Provides administrative support to the Clinical Directors, Rehab & Patient Flow, and Complex Continuing Care & Respiratory Services
• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel, including:  Coordinating, scheduling and confirming appointments and various other activities for senior professional personnel; utilizing considerable judgment and diplomacy to re-schedule or book appointments according to changing priorities
• Coordinates, organizes meetings and/or events including audio-visual, materials/equipment, following-up and monitoring implementation of meeting decisions
• Proactive and independent management of calendar using diplomacy given nature of contacts (e.g., internal/external senior leaders) and prioritization of competing demands. 
• Ensure efficient operation of the office including: establishing, implementing and ensuring appropriate systems are in place to enable work activities to flow smoothly

Duties

• Assists with the preparation of documents with high organizational value and confidentiality such as minutes, agendas, reports, etc.
• Develops, organizes and maintains electronic and paper information filing/retrieval methods, systems, or formats including:  identifying and establishing appropriate methods, systems or formats for storing, sorting and retrieving information, files and/or documents, to facilitate ease of information retrieval by users, organizing and updating information, files and/or documents on an on-going basis to ensure they are maintained in a current and accurate manner, indexing, archiving and purging information, files and/or documents, as necessary. 
• Responsible for keeping departmental information on UHN intranet/internet up to date by notifying the site administrator with necessary changes.  
• Performs clerical support functions, including: assembling, photocopying, collating and distributing materials; opening, sorting and distributing incoming mail and other materials for assigned personnel; preparing outgoing materials to be mailed/couriered; sending and/or receiving facsimiles; processing financial transaction including completing cheque requisitions and other related activities.
• Budgetary & HR transactions support:
• Maintaining attendance records, Complete and Submit payroll
• Assists with HR related submissions for new hires / contract extensions / leaves, etc. working in partnership with various AP Leads and HR divisions at UHN, while ensuring alignment with the budget of respective functional cost centre(s).  
• Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested. 

Qualifications

• At minimum, completion of a college diploma in office administration or recognized equivalent. Bachelor’s degree preferred. 
• Min. four (4) years of relevant experience as an Administrative Assistant required. Two (2) or more years as a senior administr