Administrative Assistant II at University Health Network

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

30 Dec, 26

Salary

50000.0

Posted On

01 Oct, 26

Experience

22 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Industry

Hospitals & Health Systems

Description

Job Description

Union: Non-Union

Number of vacancies: 1

New or Replacement Position: Replacement

Site: Princess Margaret Cancer Centre

Department: Division of Medical Oncology and Hematology

Reports to: Manager, DMOH

Salary Range: $25.56 to $31.95 per hour

Hours: 37.5 hours per week

Shifts: Weekdays; Monday – Friday (Hybrid)

Status: Permanent Full Time

Closing Date: October 2, 2026

Position Summary

The Administrative Assistant II exercises judgment and independence in the performance of administrative activities, the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats; performing clerical support functions, as assigned.

The Administrative Assistant II will be responsible for providing administrative, reception, and referral support within the Division of Medical Oncology and Hematology at UHN.

Duties

Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to a busy program, calendar and schedule management and effective communication with all relevant parties
Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications for scheduled patients
Maintain updated academic documentation (physician CVs), including annual licensing/certification renewals
Assist with research-related administrative tasks (such as tracking grant submission deadlines, assisting with submission logistics, etc.)
Submit and track expense reimbursements and corporate credit card reconciliations via institutional financial platforms
Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system
Exercise considerable judgment and have independence in providing administrative support to a busy service and excellent patient care; work proactively using critical thinking, accurate processing of information and self-directed follow through
Follow-up and upload documentation following patient consults with clinicians, nurse coordinators, and allied health, including transfer of notes back to referring clinician
Provide backup/cross-coverage support as a member of an operational administrative team

Qualifications

Completion of Secondary School or recognized equivalent
Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
Two (2) years related administrative support experience
Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
Experience working in a health care environment is an asset
Fluency in a second language is considered an asset (e.g., French)
Knowledge of medical terminology is an asset
Excellent organizational and time management skills
Excellent interpersonal, verbal and written communication skills
Demonstrated flexibility and adaptability in responding to changing schedules and workflow needs
Ability to work well under pressure and use good judgment in assessing difficult situations
Able to operate effectively in an interdisciplinary team

Responsibilities