Administrative Assistant III

Union: Non-Union
Number of vacancies:  1
Site: Toronto General Hospital
Department:  Medical Device Reprocessing & Clinical Finance
Reports to:  Director
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-Time
Closing Date: December 30, 2025

Position Summary

Acting as the primary support person to the Director of MDRD and Executive Director of Finance, Clinical Programs, you will exercise considerable judgment and independence in providing high-level administrative support to these busy leaders. You will possess an in-depth understanding of their preferences to effectively plan schedules and organize daily activities. Your overall responsibility is to ensure that all work from their office is managed seamlessly by focusing on efficiently handling constantly changing priorities related to internal and external stakeholder meetings, calendar management, and effective communication with all relevant parties. You will leverage Microsoft Co-pilot and other advanced digital tools to streamline administrative tasks, enhance productivity, and support decision-making processes.

You are part of a dynamic management team where you’ll play a role in ensuring smooth operations of the office including assisting in planning and executing events, meetings, and team initiatives.

Key Responsibilities

The Administrative Assistant III exercises judgment and independence to provide complex secretarial and administrative support services to senior professional personnel, including:

• Coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel
• Utilizing advanced functions and AI tools (e.g., Copilot) to produce and manage complex documents and materials.
• Coordinating, organizing or planning meetings/events
• Providing direct and/or functional supervision for assigned personnel of lower-classified secretarial and clerical position(s)
• Monitoring and analyzing department budgets
• Ensuring efficient operation of the office
• Developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats
• Performing clerical support functions
• Performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.

• Completion of Grade XII or recognized equivalent
• Completion of a recognized medical office or business administration program at the diploma level
• Four (4) years related administrative support experience
• Ability to work well under pressure and use good judgment in assessing difficult situations
• Previous on-the-job computer/word-processing, database and spreadsheet software experience; solid experience in a Microsoft Office environment
• Experience working in a health care environment an asset
• Excellent organizational and time management skills
• Very good interpersonal and customer service skills
• Very good verbal and written communications skills
• Comprehensive knowledge of health care, organizational/office practices, procedures and standards
• Ability to produce high quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Knowledge of medical terminology an asset
• Experience preparing reports and presentations; agenda preparation and minute taking
• Ensuring invoice payment and office account management 
• Knowledge of MDRD process, terminology, and surgical instrumentation nomenclature (preferred but not required)

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
• 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.