Administrative Assistant II, Scheduling & Timekeeping

Company Description

UHN is Canada’s No. 1 hospital and the world’s No. 1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members. UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and its only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

Job Description

Union: Non-Union
Number of Vacancies: 1
New or Replacement: New
Site: Toronto General Hospital
Department: Laboratory Medicine Program, Specimen Management
Reports to: Senior Manager, Pre/Post-Analytic Services
Hours: hours per week
Salary: $ - $ per hour
Shifts: Days
Status: Permanent Full Time
Closing Date: May 28, 2026

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 sound judgment and independence in the performance of administrative activities. The Administrative Assistant II provides comprehensive administrative support to senior management within the Specimen Management and Core Laboratory. This role interacts closely with laboratory supervisors and employees personnel. The position is essential in ensuring smooth operations by managing maintaining schedules, processing payroll, and handling communications efficiently and confidentially.

Duties

• Draft, maintain, and update staffing schedules, as assigned
• Ensure schedules align with operational requirements and applicable collective agreement provisions
• Process vacation requests, shift exchanges, and rotation schedules in accordance with departmental policies
• Coordinate training schedules in collaboration with supervisors and managers
• Proactively arrange coverage for absences and staffing gaps as directed by the supervisor or designate
• Collect and validate staff timekeeping data ( regular hours, overtime, premiums, vacation, etc.)
• Accurately enter payroll data for unionized and non-unionized staff within strict deadlines
• Prepare payroll adjustments and supporting documentation for review and approval
• Investigate and resolve payroll discrepancies in collaboration with staff, leadership, and Payroll
• Maintain staff contact lists, distribution lists, and departmental records
• Track employee certifications, training compliance, and eLearning completion
• Order and manage office supplies and administrative inventory
• Provide general administrative support to departmental leadership
• Support special projects and operational initiatives, as required

Qualifications

• Completion of Grade XII (12) or recognized equivalent
• Office Administration Certificate or equivalent, preferred
• Minimum two (2) years related office administration support experience
• Minimum two (2) years experience coordinating staff schedules and supporting payroll processes, preferred
• Experience in a healthcare environment preferred
• Experience working in a unionized environment, an asset
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access, MS Teams)
• Strong organizational skills with the ability to maintain confidentiality
• Expertise in payroll systems
• Exceptional verbal and written communication abilities
• High attention to detail and the ability to work independently
• Excellent time management and multitasking capabilities
• Ability to manage multiple priorities in a fast-paced environment

Additional Information

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 )
• 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.