Job Description

Company DescriptionThe University Health Network, where \xe2\x80\x9cabove all else the needs of patients come first\xe2\x80\x9d, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of \xe2\x80\x9cTransforming lives and communities through excellence in care, discovery and learning\xe2\x80\x9d, the University Health Network (UHN), Canada\'s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.Union: Non-Union
Site: Hydro Place - 700 University Avenue
Department: Radiation Medicine
Reports to: Manager
Hours: 37.5 hours per week
Salary: $26.79 - $33.49 per hour (To commensurate with experience and consistent with UHN compensation policy)
Shifts: Days
Status: Permanent Full-Time
Closing Date: August 28, 2024Position SummaryThe successful candidate will be a key member of the RMP Administrative team, working closely with the Department of Radiation Oncology (DRO) Business Administration Manager and Senior Management Team at the Radiation Medicine Program (RMP), to provide administrative support and project coordination services for the program.DutiesWorking under the direction of the DRO Business Administration Manager, the successful candidate will provide services involving (but not limited to) the following:

• Trains work of junior administrative staff. Provides guidance in non-routine tasks.
• Responds to inquiries requiring a broad understanding of RMP / UHN policies and procedures. Addresses and resolves nonstandard, unexpected and/or complex issues.
• Communicates and interprets policies, develops internal procedures. Adapts communication to different audiences using discretion and judgment. Coordinates policy reviews and approvals with various RMP committees / groups.
• Assists with preparation of documents with high organizational value and confidentiality such as proposals, grant applications, annual reports, professional publications, etc. Creates, maintains and distributes departmental databases/reports based on information from various sources. Exercises discretion in handling confidential program/corporate function information.
• Plans/coordinates high-profile onsite or offsite events with timelines that range from weeks to months in advance. Planning requires coordination with multiple stakeholders.
• Proactive and independent management of calendar using diplomacy given nature of contacts (e.g., internal/external senior leaders) and prioritization of competing demands.
• Supports and coordinates departmental committee activities and initiatives. Responsible for keeping departmental information on UHN intranet/internet up-to-date by notifying the site administrator with necessary changes.
• Budgetary & HR transactions support -

• Assists with reconciling financial statements and investigates/follows up on variances.
• Assists with preparing documentation for financial year-end reporting.
• Assists with HR related submissions for new hires / contract extensions / leaves, etc. working in partnership with various RMP Leads and HR divisions at UHN, while ensuring alignment with the budget of respective functional cost centre(s).
• Submits payroll.
• Coordinates trainee program(s) in liaison with program leads and members of the DRO.
• Coordinates projects and initiatives at the DRO, proactively manages potential issues and communicates regularly with the project team on project milestones and needs.
• Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested.

Qualifications

• At minimum, completion of a college diploma in office administration or recognized equivalent. Bachelor\'s degree preferred.
• Min. four (4) years of relevant experience as an Administrative Assistant required. Two (2) or more years as a senior administrative preferred.
• Experience in providing administrative support for a wide variety of settings (including health services), and a wide variety of stakeholders including physicians and senior leaders required.
• Advanced verbal- (e.g., experience and skilled in giving presentation to groups of 10 or more individuals), and written- communication skills (e.g., developing standard operating procedures, annual reports, etc.) required.
• Experience and demonstrated ability in leadership skills, including the ability to train, motivate and provide guidance to administrative staff required. Formal training in leadership preferred.
• Experience and demonstrated ability to collaborate well with members within the team and other departments, including the ability to resolve conflicts as they arise and move forward with common goals and objectives.
• Advanced proficiency in Microsoft Office and document management applications including Excel, Outlook, SharePoint, Excel, Adobe Pro.
• Demonstrated relevant experience and / or ability to perform activities under \xe2\x80\x9cDuties\xe2\x80\x9d section with high proficiency.
• Excellent decision making and problem solving required. Demonstrated proficiency in a detail-oriented position, reliable, adaptable, able to multi-task, and ability to troubleshoot issues to its resolution.
• Ability to produce high quality work in accordance with hospital standards required.
• Ability to maintain privacy and confidentiality required.
• Ability to work well under pressure and use good judgment and situational awareness in assessing difficult situations required.
• Excellent organizational, time management skills and as well as the ability to take initiative and be able to work independently.
• Client service oriented, with the ability to effectively work with diversity and appreciate that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation at hand.

Additional InformationIn 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.

University Health Network