Administrative Assistant III

Union: Non-Union
New or Replacement Position: Replacement
Site: Toronto Rehab - University Centre
Department: Geriatrics/MSK, Allied Health and Toronto Rehab Executive Office
Reports to: Clinical Director, Geriatrics/MSK and Allied Health, and Toronto Rehab Executive Office Management
Hours: 37.5 hours per week
Salary: $28.42 - $35.52 per hour 
Shifts: Days
Status: Temporary Full-Time (until January 2027)
Closing Date: January 28, 2026

Position Summary

UHN's Toronto Rehab site is a leader in adult rehabilitation and complex continuing care and is Canada’s largest adult rehabilitation hospital. Bringing together innovative patient care, ground-breaking research and diverse education to help people overcome or recover from disabling injury, illness or age-related conditions, Toronto Rehab is located at four sites: University Centre (550 University Ave.), Lyndhurst Hospital (Sutherland Road), Toronto Rehab’s Cardiac Centre (Rumsey Road), and the E.W. Bickle Centre (Dunn Ave).

The Administrative Assistant III provides high-level administrative support to the Director, Geriatrics/MSK and Allied Health, and the Toronto Rehab Executive Office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. 

Duties

• Coordinate and manage complex electronic calendars and schedules.
• Exercise considerable judgment and have independence in providing complex administrative support to a busy Director and office.
• Organize and support meetings, including agenda preparation, minute-taking, and follow-up.
• Coordinate events as required.
• Prepare and submit invoices, expense reports, and other financial documentation.
• Maintain and update CVs, academic portfolios, and internal documentation.
• Develop, organize and maintain electronic and paper information filing/retrieval methods, systems or formats.
• Assist with the preparation of first-rate reports, presentations, and briefing notes.
• Support recruitment and onboarding processes for program staff.
• Liaise with internal and external stakeholders, including hospital leadership and academic partners.
• Monitor and respond to correspondence, including emails and faxes.
• Track and support departmental initiatives and deliverables.
• Maintain confidentiality and exercise sound judgment in all interactions.
• Perform cross-functional responsibilities as required, including coverage for other Administrative Assistants in the office, Administrative team projects/initiatives, etc.
• Perform other duties consistent with the job classification, as assigned.

• Completion of Grade XII or recognized equivalent
• Diploma in Medical Office Administration or Business Administration.
• Minimum 3-5 years of related administrative experience, preferably in healthcare.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Knowledge of healthcare terminology and hospital operations is an asset.
• Experience with hospital finance systems is an asset.
• Professional, courteous, and customer-service oriented.
• Able to work independently and collaboratively.
• Detail-oriented with a commitment to high-quality work.
• Comfortable handling confidential and sensitive information.

Why join UHN?

UHN is Canada’s largest research hospital, affiliated with the University of Toronto, and recognized for excellence in patient care, education, and innovation. As part of the Professional Practice team, you’ll contribute to shaping clinical excellence across the organization.

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.