Administrative Assistant II, General

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.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Job Description

Union: Non-Union

Number of Vacancies: 1

Site: Hydro Place - 700 University Avenue Toronto, ON M5G 1X6

Department: Clinical Trial Agreements 

Reports to: Manager 

Hours: 37.5 hours per week

Shifts: Monday - Friday

Status: Temporary Full-Time

Closing Date: September 22, 2025

Position Summary:

The Administrative Assistant II (16-month maternity leave coverage) will provide a critical administrative function within the Clinical Trial Agreements (CTA). Reporting to the Manager, the Administrative Assistant will work closely with the Manager and Operations Team to provide support to the core services of the Clinical Trial Agreements Team. Key responsibilities will include facilitating the execution of contracts and related paper flow, management of the research agreements database, initial assessment and intake of agreements and legal documents, and duties as assigned.

This position will have a substantial liaison component and will be required to communicate effectively with both internal and external parties including other UHN offices; exercises moderate judgement and decision making, using established policies and procedures, to resolve problems; responds to inquiries requiring a general understanding of departmental policies and procedures; exercises discretion in handling confidential departmental/patient information.

Qualifications

• Completion of a Community College Diploma in General or Medical Office Administration or equivalent

• At minimum two (2) years related experience

• Experience in a Microsoft Office environment (Excel, Word and PowerPoint) as well as internet searches

• Previous on-the job experience with databases

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Excellent organizational and time management skills

• Comprehensive knowledge of organizational/office practices, procedures and standards

• Experience working in a health care environment preferred

• Ability to produce high quality work in accordance with Hospital standards

• Ability to work well under pressure and use good judgment in assessing difficult situations

• Ability to maintain confidentiality

• Knowledge of medical and scientific terminology

• Accuracy in data entry and attention to detail

• Comfortable with learning new systems quickly and efficiently

• Ability to work well in a team as well as independently

• Experience in a professional environment

• Familiarity with legal documents would be an asset

• Familiarity with the Tri-Council Policy on Ethical Conduct for Research Involving Human Subjects and some familiarity with Good Clinical Practice Guidelines would be an asset

Additional Information

Why Join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP )
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.

University Health Network thanks all applicants, however, only those selected for an interview will be contacted.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.