Administrative Assistant III, Core Laboratory

The University Health Network, where "above all else the needs of patients come first", 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 "Transforming lives and communities through excellence in care, discovery and learning", 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: Toronto General Hospital
Department: Laboratory Medicine Program, Core Laboratory
Work Model: On-Site
Reports to: Senior Manager, Core Laboratory
Grade: A0:06
Hours: 37.5 hours per week
Salary: $27.59 - $34.49 per hour
Shifts: Days
Status: Permanent Full Time
Closing Date: January 6, 2025

Position Summary
Join UHN's Laboratory Medicine Program, Canada's largest hospital diagnostic lab and a global leader in academic labs. With over 30 million tests per year and 1,300 outpatients served daily, we are at the forefront of pathology and clinical testing. Embrace innovation and contribute to ground-breaking research, education, and exemplary service. Join our dynamic team of 700 dedicated staff and play a pivotal role in shaping the future of laboratory medicine.

As a valued member of TeamLMP, you will play a key role exercising judgment and independence in the performance of administrative activities. The Administrative Assistant III provides comprehensive administrative support to senior management within the Core Laboratory, including managers, biochemists, and the director. This role interacts closely with laboratory supervisors and personnel across Hematology, Chemistry, Specimen Management, and ECG teams. The position is essential in ensuring smooth operations by managing schedules, coordinating meetings, processing payroll, and handling communications efficiently and confidentially.

Duties

• Administrative Support

  • Manage calendars, arrange travel, and process expense reports.
  • Prepare documents, coordinate meetings, and maintain electronic filing systems.

• Payroll Coordination

  • Handle all aspects of payroll submission for multiple groups.
  • Address payroll inquiries and provide training as necessary.

• Meeting and Event Coordination

  • Plan and organize departmental meetings, including minute-taking for core teams.
  • Support departmental events such as staff retirements and luncheons.

• Financial Documentation

  • Collate and process monthly credit card statements, ensuring proper documentation and approvals.

• Onboarding New Staff

  • Assist with the onboarding process by coordinating paperwork and initial setup.

• Operational Support

  • Coordinate preventive maintenance schedules and liaise with external vendors for equipment servicing.
  • Oversee office supplies procurement and departmental organization.

• Completion of Grade XII (12) or recognized equivalent
• Office Administration Certificate or equivalent is preferred
• Familiarity with medical terminology is beneficial
• 3-5 years of relevant administrative experience in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access, MS Teams)
• Strong organizational skills with the ability to maintain confidentiality
• Expertise in payroll systems and familiarity with electronic billing platforms
• Experience working in a healthcare environment, an asset
• Exceptional verbal and written communication abilities
• High attention to detail and the ability to work independently
• Excellent time management and multitasking capabilities

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.