Medical Administrative Assistant II
University Health Network
Toronto, ON
"We are a caring, creative and accountable academic Hospital, transforming Healthcare for Our Patients, Our Community and the World"

University Health Network (UHN) represents the coming together of shared values and diverse expertise in patient care, research and teaching. Each of our facilities (Toronto General Hospital, Princess Margaret Hospital, Toronto Western Hospital and Toronto Rehab) makes a unique contribution to the whole. Together, we create something far greater than the sum of our parts.

A leader in adult rehabilitation and complex continuing care, the Toronto Rehabilitation Institute brings together innovative patient care, groundbreaking research and diverse education to help people overcome or recover from disabling injury, illness or age-related conditions.

Supporting the Medical Lead/Principal Investigator, Spinal Cord Rehab Program at Toronto Rehab, who has a significant number of clinical, research and academic leadership roles locally, nationally and internationally and travels to multi-sites, you will be exercising judgment and have independence to provide complex administrative support services, including: coordinating and managing an ever changing and complex electronic calendar/schedule; utilizing advanced Microsoft systems to produce complex documents of highly professional quality materials and presentation; handling correspondence and coordinating the submission of invoices and expenses within the hospital and research finance systems; following human resources procedures and processes for research staff of the Principal Investigator; facilitating electronic submission of research grants and manuscripts; liaising with administrative assistants within the program, UHN and external stakeholders to ensure meetings are coordinated and deadlines met; coordinating with Department of Medicine at University of Toronto processes and procedures; maintaining current CV and list of publications; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats. The successful individual should be mature, tactful, highly organized, have experience working with senior leadership, in a fast paced energetic environment with the ability to take initiative, anticipate needs and prioritize.

  • Completion of Grade XII or recognized equivalent
  • Completion of a recognized business or medical post-secondary administrative program at the diploma level
  • Three (3) years related administrative assistant experience at a senior level required
  • Extensive on-the-job computer/word-processing, database and spreadsheet software experience required; experiences in a Microsoft Office environment required
  • Previous supervisory experience preferred
  • Experience working in a research/health care environment and knowledge of medical terminology an asset
  • Excellent organizational and time management skills required
  • Excellent interpersonal and customer service skills required
  • Excellent verbal and written communications skills required
  • Comprehensive knowledge of health care, organizational/budgeting practices, procedures and standards
  • Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate
  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
  • Ability to manage multiple conflicting priorities without loss of composure
  • 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