Administrative Assistant III

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: Princess Margaret Cancer Centre
Department: Supportive Care
Reports to:
Physician
Salary Range: $28.42 to $42.62 per hour
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-Time
Closing Date: January 8, 2026

The Department of Supportive Care (DSC) is made up of three divisions - Psychosocial Oncology (PSO), Cancer Rehab & Survivorship, and Palliative Care. This position is to support the Department Head at the Princess Margaret Cancer Centre in all aspects of administrative support (calendar management; committee meeting coordination: terms of reference, membership list, agenda, minutes, decision log, action item log, etc.; travel arrangements, financial coordination: expense reimbursements, etc.;

HR paperwork for Department Head’s direct reports: recruitment, onboarding, attendance, leaves of absence, offboarding, etc.; dissemination of communication from Department Head, etc.). This position is to also provide support for Department Head’s role as Division Head for Palliative Care, including support for recruitment, onboarding, and offboarding of physicians, in collaboration with UHN Medical Affairs; and administrative coordination of Palliative Care physicians’ practice plan, and monthly release of payments from Palliative Care physicians' practice plan to physicians, service providers, etc.,

in collaboration with practice plan accountant.

The ADMINISTRATIVE ASSISTANT III exercises considerable judgment and independence to provide complex secretarial and administrative support services to senior professional personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating, organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing departmental budgets;

ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned. II.

DUTIES & RESPONSIBILITIES
1. 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; recording and/or deleting appointments and meetings, notifying appropriate personnel of changes, etc. in a timely manner; coordinating travel schedule, including liaising with appropriate parties to make airline, hotel and transportation reservations; maintaining of on-call schedules.

2. Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials, including:
Importing files, graphs, statistical functions, macros and other relevant tools to prepare spreadsheets, correspondence, invoices, graphics, etc., incorporating virtual tours, reports, slides, table of contents, indexes and other documentation/materials, often of a confidential nature; compiling statistical, financial and other data to generate and prepare detailed spreadsheets, reports and other documentation; transcribing data from dicta-phone, hand-written copy, etc.; preparing and submitting funding applications for approval;

preparing documents for academic appointment and promotion; writing letters of reference; maintaining curriculum vitae of assigned personnel in a current manner, as requested.

3. Coordinates, organizes or plans meetings/events, including:
Drafting agenda; liaising with internal and external contacts; arranging meeting rooms, meals and other details; advising parties concerned of the meeting time and location; distributing the…