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.

Union: Non Union

Number of vacancies: 1

New or Replacement Position: Replacement

Site: Toronto Western Hospital

Department: ICU

Reports to: Clinical Manager

Wage Range: $28.42 to $35.52 per hour

Hours:

Shifts:

7.5 hour days; 8:00 am - 4:00 pm

Status: Permanent Full-time

Closing Date: September 28, 2026

Working under the direction of the Clinical Manager of the Medical Surgical Neuro Intensive Care Unit, the successful candidate will provide services involving (but not limited to) the following:
The ADMINISTRATIVE ASSISTANT III exercises considerable judgment and independence to provide complex secretarial and administrative support services to 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; supporting the creation and management of an operational schedule of a large interprofessional clinical schedule (>240 pp) performing other duties consistent with the job classification, as assigned.

• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel
• Create and maintain operational schedule of large clinical team
  • Has a knowledge of unionized environment
• Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials
• Coordinates, organizes or plans meetings/events
• Provides direct and/or functional supervision for assigned personnel
• Supports collating data for budgeting and forecasting
• Maintains data tracking for staffing, turnover, onboarding forms
• Supports coordination of new team hires in collaboration with the PCC and APNE
• Ensures efficient operation of the office, including:
  • Develops, organizes and maintains electronic and paper information filing/retrieval methods
  • Generates, supports payroll entry
  • Recruitment planning and support
• Performs clerical support functions, with excellent working knowledge of:
  • SharePoint, Word, Excel, Teams, FORMS
• Performs cross-functional and other duties consistent with the job classification, as assigned and/or requested.
• Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contravention's of the Act, in a timely manner

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or…