Job Description

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.

Union: Non-Union
Number of Vacancies: 1
New or Replacement Position: New
Site: Princess Margaret Cancer Centre
Department: Supportive Care
Reports to: Program Director and Social Worker/Program Specialist
Hours: 22.5 Hours Per Week (3 Days Per Week at 7.5 Hours Per Day)
Shifts: Days (Monday to Friday)
Salary Range: $25.56 - $31.95 Per Hour
Status: Temporary Part Time (1 Year Contract)
Closing Date: January 16, 2026
Position Summary:
The Global Centre for Research and Training in Psychological Care (G-CPC) advances high-quality clinical care, training, and research in evidence-based psychotherapeutic interventions for individuals living with cancer and other serious medical illnesses. The Centre supports multiple interrelated clinical programs, training initiatives, and research projects, including the CALM (Managing Cancer and Living Meaningfully) National Program, international collaborations, and global projects delivered with programs such as the Global Institute of Psychosocial, Palliative and End-of-Life Care (GIPPEC).
The Administrative Assistant II provides comprehensive administrative and coordination support across G-CPC clinical and research activities. While the role has a primary focus on the CALM National Program, it also contributes to coordination and communication for other affiliated initiatives, including global CALM-related projects delivered through GIPPEC. Reporting to program leadership, the incumbent supports day-to-day operations, facilitates communication and scheduling with internal and external stakeholders, assists with clinical workflow coordination, and supports the efficient functioning of multiple ongoing research and training projects.
The role requires professionalism, discretion, and a compassionate communication style when interacting with patients and families affected by cancer, while maintaining clear administrative and non-clinical boundaries. The successful candidate is a highly organized, proactive self-starter who thrives in a collaborative environment and is motivated to contribute to meaningful work that improves care for individuals living with serious illness.
Duties:
Administrative & Operational Support:

• Proactively coordinates and schedules meetings across multiple programs and initiatives, including internal meetings and meetings with external stakeholders (e.g., granting agencies, research collaborators, and national or international dissemination partners), as delegated by program leadership
• Prepares, compiles, and organizes meeting materials, including agendas, PowerPoint presentations, background documents, and briefing materials
• Records meeting minutes, tracks action items, and supports follow-up to ensure timely completion of administrative deliverables
• Provides logistical and administrative support for national and global training workshops, including coordinating venues, organizing room setups, managing registration lists, preparing workshop materials, arranging catering as needed, and facilitating communication with host sites and faculty
• Supports efficient office and virtual operations in accordance with departmental and institutional procedures.

Clinical Coordination Support:

• Conducts administrative triage activities within the electronic medical record (EMR), including managing referrals and booking patients with affiliated clinicians, following proactive outreach and patient consent
• Identifies workflow inefficiencies related to clinical coordination and escalates recommendations to program leadership

Research & Study Coordination Support:

• Provides administrative support across multiple active research trials within G-CPC evaluating psychotherapeutic interventions in individuals with serious medical illnesses
• Supports participant recruitment activities by facilitating "warm introductions" to research studies (e.g., coordinating introductions following clinician referral or patient consent, sharing approved study information, and supporting scheduling), in accordance with ethics approvals and study protocols
• Assists study teams with coordination activities, including tracking participant recruitment and enrollment status, maintaining study logs and documentation, and supporting data entry and verification according to established study procedures
• Maintains organized records and databases to support research reporting and internal monitoring
• Coordinates with research staff to support timelines and routine administrative requirements across studies

Workflow Support & Process Improvement:

• Applies basic project coordination principles (e.g., tracking tasks, timelines, and action items) to support team organization and efficiency across programs and initiatives
• Identifies and escalates broader workflow or system-level issues to program leadership as appropriate, and contributes suggestions to improve administrative efficiency, communication, and consistency

Communication & Stakeholder Engagement:

• Serves as an administrative point of contact for routine inquiries from internal team members and external stakeholders across all programs and initiatives
• Communicates clearly, professionally, and with empathy, adapting messaging to diverse audiences while exercising discretion and judgment when handling confidential clinical and research information
• Demonstrates warmth, sensitivity, and respect when interacting with patients and families facing cancer, recognizing the emotional context of care while maintaining appropriate professional and non-clinical boundaries
• Supports coordination across clinical, research, and administrative functions to promote seamless program operations
• Supports communication and planning with international training partners, faculty, and host institutions to ensure smooth delivery of global or national educational workshops and dissemination activities

Qualifications
Education:

• Community College Diploma in General, Medical, or Office Administration, or an equivalent combination of education and experience

Experience:

• Minimum of 2-3 years of related administrative experience, preferably in a healthcare, academic, or research setting
• Experience supporting clinical and/or research teams is an asset
• Experience with project coordination or process improvement is considered an asset

Knowledge & Skills:

• Strong organizational and time-management skills with the ability to manage multiple priorities
• Demonstrated ability to work independently, exercise sound judgment, and proactively identify solutions
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook); familiarity with databases and EMR systems is an asset
• Excellent written and verbal communication skills
• High degree of discretion in handling confidential clinical, research, and organizational information

Personal Attributes:

• Proactive, self-directed, and reliable
• Detail-oriented, adaptable, and collaborative
• Demonstrates a positive, professional, and service-oriented approach
• Communicates with empathy, warmth, and sensitivity when interacting with patients and families facing cancer, while maintaining appropriate professional boundaries
• Motivated by meaningful work and contributing to high-quality care and research

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.
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.

Skills Required