Assistante administrative - Service Education

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.
New or Replacement Position: Replacement
Site: Princess Margaret Cancer Centre
Supportive Care
Salary Range : $28.42 to $42.62 per hour
Shifts: Days
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; travel arrangements, financial coordination: expense reimbursements, 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., 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; providing direct and/or functional supervision for assigned personnel; ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; performing clerical support functions; Coordinating, scheduling and confirming appointments and various other activities for senior professional personnel; coordinating travel schedule, including liaising with appropriate parties to make airline, hotel and transportation reservations; Utilizes advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials, including: 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 documents for academic appointment and promotion; writing letters of reference; Drafting agenda; ensuring attendees have appropriate materials to meet their agenda requirements; arranging for appropriate audio-visual and other equipment/materials; following up and monitoring implementation of meeting decisions; coordinating continuing medical education activities and department social functions.
Provides direct and/or functional supervision for assigned personnel, including: Coordinating, delegating and/or reviewing work assignments of lower-classified secretarial and clerical position(s); providing staff with technical and procedural guidance and ongoing coaching; composing, interpreting and communicating appropriate policies and procedures, within scope of authority; coordinating training, skills development and orientation of assigned staff; providing input into performance appraisals; Drafting cost centre budget(s) for approval; analyzing and monitoring business and other accounts, cost center budget expenses, disbursement and reimbursement forms; Ensures efficient operation of the office, including: maintaining record of same in Policy and Procedures Manual; requisitioning office and medical supplies; ensuring office equipment and furniture are operational (i.e. photocopier, computer(s), etc.); adhering to and promoting departmental Quality Assurance standards; interpreting, communicating and ensuring compliance with established policies and procedures; Develops, organizes and maintains electronic and paper information filing/retrieval methods, systems, or formats, including: Identifying and establishing appropriate methods, systems or formats for storing, sorting and retrieving information, files and/or documents, to facilitate ease of information retrieval by users; Performs clerical support functions, including: Assembling, photocopying, collating and distributing materials; opening, sorting and distributing incoming mail and other materials for assigned personnel; preparing outgoing materials to be mailed/couriered; SUPERVISION/DIRECTION GIVEN

• Direct supervision provided to assigned personnel i.e., coordinating, delegating and/or reviewing assignments of lower-classified secretarial and clerical positions.
• Functional supervision and/or guidance provided to personnel, as required.
• Provides guidance and advice on administrative issues.
• Interprets and communicates appropriate policies, within scope of authority.
• Support Staff to provide technical and procedural guidance, interpret appropriate policies, etc.
• Management/Professional staff to schedule activities and to exchange information, etc. • Payroll/Finance personnel to confer on matters regarding timesheets, financial transactions, etc.
• Purchasing personnel to order office supplies, equipment, etc.
• Other Hospital personnel to provide/exchange relevant information.

General public, families/significant others, sales and business representatives to provide information, within scope of authority, to arrange meetings; Travel agency personnel to make travel arrangements.
• Personnel from other health care facilities, University of Toronto staff to exchange information.
Education:

• Completion of a recognized medical or business post secondary secretarial arts program at the diploma level required. Previous on-the-job computer/word-processing, database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Experience working in a health care environment an asset.

Excellent organizational and time management skills required.

• Very good interpersonal and customer service skills required.
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards required.
• Ability to produce high quality work in accordance with Hospital standards required.
• Knowledge of medical terminology an asset.

Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP )
A flexible work environment
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.
Please be advised that a Criminal Record Check may be required of the successful candidate. Requests for accommodation can be made at any stage of the recruitment process.