Administrative Assistant III

at  University Health Network

COMPANY DESCRIPTION

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.

JOB DESCRIPTION

Union: Non-Union
Site: Toronto Western Hospital
Department: Rheumatology
Reports to: Clinical Research Manager
Work Model: On-site
Grade: A0:07
Hours: 37.5 per week
Salary: $52,244 – $65,306 annually
Shifts: Day Shift
Status: Permanent Full Time
Closing Date: June 28, 2024

POSITION SUMMARY

University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant III supporting Principal Investigators in Research.
The Administrative Assistant III will support researchers within the Rheumatology research program and will interact closely with principal investigators, clinical fellows, graduate students, post-doctoral students, laboratory personnel, administrative staff and external stakeholders to ensure effective research and clinical operations.

QUALIFICATIONS

• Completion of a recognized business or medical post-secondary administrative program at the diploma level is required
• Four (4) years related administrative assistant experience required
• Comprehensive knowledge of health care, organizational/budgeting practices, procedures and standards
• Expert Microsoft Office skills including Outlook, Word, PowerPoint and Excel
• Demonstrated ability to function as a productive team member
• Experience in grant application, generating budgets and adherence to project budget
• Ability to maintain confidentiality
• Ability to produce high-quality, detail-oriented, accurate work, in accordance with Hospital standards
• Ability to work well under pressure and use good judgment in assessing and responding to difficult situations
• Ability to establish, maintain, and adhere to priorities
• Experience working in a research/health care environment and knowledge of medical terminology preferred
• Excellent organizational and time management skills required
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills required

The Administrative Assistant III exercises judgment and independence to provide complex administrative support services to senior professional personnel, including:

• Assisting with preparing documents with high organizational value and confidentiality such as proposals, grant applications, annual reports, CV management, publications, etc.;
• Monitoring and analyzing departmental/lab grant budgets (e.g., drafting budgets for approval, monitoring and analyzing accounts, identifying variances, etc.);
• Coordinating meetings and maintaining electronic calendar/schedule for assigned personnel;
• Organizing research related agreements, contracts, and submitting expense reports;
• Assisting with human resource administrative tasks, including coordinating all aspects of payroll submissions and new staff onboarding; Including national and international graduate students and clinical fellows
• Developing, organizing and maintaining electronic filing/retrieval systems; and
• Performing other duties consistent with the job classification, as assigned.

This position will also support general tasks under the Schroeder Arthritis Institute (SAI). Under the direction of the Manager and Principal Investigators, the Administrative Assistant will participate in various administrative activities to foster effective and efficient communications and best practices across the Schroeder Arthritis Institute and Krembil Research Institute.