Administrative Assistant III

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 Rehab - University Centre
Department: Security Operations, Fire and Life Safety
Reports to: Project Manager, Security Operations, Fire & Life Safety, UHN Connect
Hours: 37.5 per week
Salary: $27.59 - $34.49 (to commensurate with experience and consistent with UHN compensation policy)
Shifts: Monday - Friday 8-4pm
Status: Permanent Full-Time
Closing Date: November 14, 2024

Position Summary

We are seeking a skilled and highly organized Administrative Assistant III to join our team supporting Security Operations, Fire & Life Safety, and UHN Connect. This role is pivotal in ensuring that the department operates smoothly and efficiently. The ideal candidate will provide comprehensive administrative support across a range of activities, including team coordination, project management, budget monitoring, and quality control. This position involves working closely with departmental leaders, including directors and managers, to support strategic initiatives, improve processes, and ensure compliance with regulations and standards.

In this role, you will act as the organizational backbone of the team, handling complex scheduling, coordinating meetings, and preparing materials and reports for internal and external stakeholders. You will play a crucial role in managing communication between departments and external partners, tracking projects, and handling the day-to-day operational needs of the department. A high level of autonomy, attention to detail, and the ability to prioritize in a dynamic environment are essential to success in this role.

Duties

• Administrative Support: Coordinate team schedules and meetings, input team payroll, update portfolio intranet pages, organize agendas, data collection/management and prepare reports, and support senior management presentations.
• Project Assistance: Collaborate on tracking multiple projects, liaising with internal and external stakeholders, and ensuring compliance with necessary permits and insurance.
• Financial Management: Maintain departmental financial records, including invoices, POs, and expense tracking, and assist with budget reporting.
• Operational Efficiency: Develop and refine internal processes, coordinate training materials, and ensure seamless departmental operations.
• Quality Assurance: Monitor project progress, prepare monthly reports, and support the team in achieving departmental goals and milestones.

• Education: Minimum requirement of a diploma in Business Administration or recognized equivalent.
• Experience: Proficiency with Microsoft Office Suite required; familiarity with Power BI, Adobe Acrobat, Dreamweaver, and Canva is an asset. Hospital or security experience is advantageous.
• Skills: Strong organizational abilities, communication skills, and the ability to manage confidential information. Knowledge of building codes and basic HTML is a plus.

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.