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
Site: Toronto Western Hospital (with responsibilities extending to Toronto Rehab Institute)
Department: Schroeder Arthritis Institute & Toronto Rehab Programs
Reports to: Clinical Director
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full Time
Closing Date: October 31, 2025
Position Summary
University Health Network (UHN) is Canada's largest research hospital and has been recognized as one of Canada's Top 100 Employers. At UHN, the breadth of research, the complexity of care, and the excellence of education make a global impact. The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical, and basic science aspects of Hand, Orthopedics, Osteoporosis, and Rheumatology with the goal of advancing discovery, learning, and patient care. In addition, the Toronto Rehab Institute is a recognized leader in rehabilitation, specializing in Multisystem Rehab, Musculoskeletal (MSK) Rehab, Geriatric Rehab, Specialized Dementia Rehab, as well as programs such as ECHO, Dentistry, and CIPP.
Reporting to the Clinical Director, the Administrative Assistant III will provide comprehensive administrative and operational support across these diverse program areas. This position plays a critical role in supporting leadership, coordinating program activities, and enabling effective communication between the Schroeder Arthritis Institute and Toronto Rehab Institute programs.
Duties

• Coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel across both the Schroeder Arthritis Institute (TWH) and the Toronto Rehab Institute programs (Multisystem, MSK, Geriatric, Specialized Dementia Rehab, ECHO, Dentistry, and CIPP).
• Utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials.
• Coordinating, organizing, or planning meetings/events across multiple program portfolios.
• Providing direct and/or functional supervision for assigned personnel.
• Monitoring and analyzing department budgets.
• Ensuring efficient operation of the office supporting both Schroeder Arthritis Institute and Toronto Rehab Institute program areas.
• Developing, organizing, and maintaining electronic and paper information filing/retrieval methods, systems, or formats.
• Performing clerical support functions.
• Performing cross-functional responsibilities, as required.
• Performing other duties consistent with the job classification, as assigned.
• Serving as the primary support person to the Clinical Director for both the Toronto Western Hospital Schroeder Arthritis Institute and the Toronto Rehab Institute Programs.
• Exercising considerable judgment and independence in providing complex administrative support to a busy Director with dual portfolios.
• Possessing an in-depth knowledge of the Director's preferences to effectively plan her schedule and organize her daily activities across two institutes.
• Ensuring that all work from this office is deftly managed by focusing on effectively and efficiently managing constantly changing priorities related to internal and external stakeholder meetings, calendar and schedule management, and effective communication with all relevant parties.
• Producing first-rate documentation and anticipating the Director's professional needs.
• Interacting with senior management across multiple sites and interfacing with clients and vendors.

Qualifications

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Four (4) years related secretarial support experience
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; experience in a Microsoft Office environment
• Previous supervisory experience preferred
• Experience working in a health care environment an asset
• Excellent organizational and time management skills
• Very good interpersonal and customer service skills
• Very good verbal and written communications skills
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Knowledge of medical terminology an asset
• Preparing reports and presentation
• Ensuring invoice payment and office account management

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