Administrative Assistant III

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: Toronto Western Hospital, Krembil Discovery Tower
Department: Research
Reports to: Business Manager, Research Institute
Salary Range: $28.42 - $35.52 per hour
Hours: 37.5 hours per week
Shifts: Day
Status: Temporary Full-Time (Maternity Leave coverage 14 months)
Closing Date: August 7, 2026

Position Summary

Reporting to the Manager, Research Institute Business, Krembil Brain Institute, Schroeder Arthritis Institute and Donald K. Johnson Eye Institute, this position exercises judgment and independence to provide complex administrative support services to scientists, staff and trainees. Responsibilities include processing new hires and terminations, timekeeping, monitoring / reconciling / setting up cost centres, reconciling procurement cards, completing expense reimbursements, working with Division Heads to plan meetings, minute taking, supporting graduate courses, supporting Institute events such as the Institute seminar series and departmental and/or UHN-wide committees as required or requested. The successful applicant will also work closely with Institute administrative staff to obtain executive signatures, liaise with Research Solutions and Services Departments to resolve issues and to complete other duties as assigned.  This position is a temporary full time position (14 month contract) covering a maternity leave.

Duties

• Applies advanced knowledge and skills to provide secretarial and administrative support services to senior professional staff.
• Exercises moderate independent judgement and decision making, using established policies and procedures, to resolve problems.
• Deals with confidential issues (e.g. salary information, performance, etc.) using discretion and judgment for the lab.

• Completion of a Community College Diploma in General or Medical Office or  equivalent administration.
• Four (4) years or more related administrative support experience.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills.
• Ability to produce high quality work.
• Ability to maintain confidentiality.
• Ability to work independently, but also function as part of a team.
• Ability to work well under pressure and use good judgment in assessing difficult situations.

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 https://hoopp.com/)
• 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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.