Administrative Assistant II, Medical

Union: Non-Union
Number of Vacancies: 1
Site: Princess Margaret Hospital
Department: Genetics Program
Reports to: Clinical Manager
Hours: 37.5 hours per week
Salary: commensurate with experience
Shifts: Weekdays; Monday - Friday
Status: Temporary Full Time (to September 2026)
Closing date: December 24, 2025

Position Summary
The Fred A. Litwin Family Centre for Genomic Medicine is a cornerstone of the UHN Genetics Program—one of the largest and most comprehensive multidisciplinary genetics programs in Canada. Located at Princess Margaret Hospital, the Centre is recognized nationally for its leadership in delivering innovative, patient-centered models of care for individuals with, or at risk for, genetic and inherited metabolic disorders. With a strong focus on collaboration, research, and clinical excellence, the Centre supports high patient volumes while maintaining a commitment to compassionate, personalized care.

The Administrative Assistant II will support the The Fred A. Litwin Family Centre for Genomic Medicine within the Genetics Program as well as the Clinical Manager. They will be responsible for providing administrative and operational support to the Clinical Manager as well as reception and referral support within the genetics services of UHN.

Duties

Administrative & Operational Support to Clinical Manager

• Staff Onboarding Logistics: Coordinate onboarding schedules, IT access, and orientation materials for new staff joining the Genetics Program.
• Calendar Management: Coordinate and maintain the Clinical Manager’s calendar, including scheduling internal meetings, multidisciplinary team huddles, and external stakeholder engagements.
• Meeting Preparation: Prepare agendas, take minutes, and track action items for Genetics Program leadership meetings or quality improvement initiatives.
• Document Management: Draft, edit, and format reports, presentations, and internal communications on behalf of the Clinical Manager.
• Cross-Coverage Planning: Help organize administrative coverage schedules during staff absences or peak periods.
• Timekeeping: Validate timesheets and liaise with payroll, People and Culture and employees about time banks and coding.
• Project Coordination: Assist with tracking timelines and deliverables for clinical or operational projects (e.g., new referral pathways, EMR optimization, patient flow initiatives).

Clinical Administrative Coordination

• Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications. 
• Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system.
• Schedule appointments with patients to support the multidisciplinary team (initial and follow-up appointments).
• Provide backup/cross-coverage support as a member of an operational administrative team within the UHN Genetics Program.
• Maintain and update waitlists, ensuring timely follow-up and communication with patients and referring providers.

• Completion of a post-secondary school diploma, degree or recognized equivalent
• Two (2) years related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is preferred
• Experience working with genetics database tools such as Progeny is an asset
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset 
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

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.