Administrative Assistant II, Medical

UHN is Canada's No. 1 hospital and the world's No. 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 its only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Union: Non-Union
Site: Toronto General Hospital
Department: HPB and Transplant Fellowship
Work Model: On-site
Reports to: Manager
Job Grade: A0:06
Hours: 37.5 hours per week
Salary: $24.82 - $31.02 per hour
Shifts: Weekdays; Monday - Friday
Status: Permanent full-time
Closing Date: March 31, 2025

Position Summary
The Administrative Assistant II exercises judgment and independence in the performance of secretarial activities, the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; performing reception responsibilities; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats; providing functional supervision to lower classified clerical position(s); performing clerical support functions, as assigned.

The Administrative Assistant will be responsible for providing administrative support within the HPB and Transplant Fellowship program at UHN.

Duties

• Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to the fellowship program, calendar and schedule management and effective communication with all relevant parties.
• Support the timely and efficient processing of administrative duties for the HPB and Transplant fellowship program.
• Exercise considerable judgment and have independence in providing administrative support to incoming and current fellows in the HPB and Transplant Fellowship and excellent patient care; work proactively using critical thinking, accurate processing of information and self-directed follow through.
• Provide backup/cross-coverage support as a member of an operational administrative team.
• Oversee daily activities of clinical fellowship programs. Organize and prioritize the activities of the clinical fellows; monitor work progress status and ensure compliance with deadlines.
• Serve as contact person for the interpretation and application of policies, procedures, and program guidelines. Troubleshoot discrepancies and determine appropriate corrective actions to be taken. Collaborate in the development and implementation of operational policies, procedures, and standards, and communicate associated changes. Identify and report compliance issues and assist in correcting situations resulting in duty hour violations.
• Manage, monitor, and document the clinical fellowship and faculty evaluation process. Manage materials for specialty-specific trainee exams and may assist with proctoring exam.
• Perform all fellowship match responsibilities and correspond with newly matched fellows about requirements and process for appointment to the hospitals. Ensure all fellows are credentialed before starting any rotation. In applicable programs, assist with quota review and rank list entry and certification.
• Maintain the fellowship curriculum, including competency-based goals and objectives for each assignment and each level of training.
• Maintain recruitment database and oversee the application processes during the fellowship recruitment season.
• Provide both administrative supervision and support to fellows. Act as a liaison between fellows and hospital administration when necessary. Establish relationships and act as a liaison to other hospitals, internal departments, and divisions regarding fellow recruitment, orientation, annual program affiliation agreements, and external rotations.
• Organize various meetings as required by the program related to HPB and Transplant Fellowship.
• Fellowship website improvements. Update fellowship website as required.
• Other duties as assigned.

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Two (2) years related administrative support experience
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Knowledge of medical terminology is an asset.
• Excellent organizational and time management skills.
• Excellent interpersonal, verbal and written communication skills
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Able to operate effectively in an interdisciplinary team.
• Able to work independently with minimal supervision.

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.

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.