Customer Service Administrator

Company Description

UHN is Canada’s #1 hospital and the world’s #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 it’s 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 Position: Replacement
Site: Toronto General Hospital
Department: Materials Management
Reports to: Manager, Materials Management
Salary Range: $ - $ per hour
Hours: hours per week
Shifts: Monday - Friday
Status: Permanent Full-time
Closing Date: August 3, 2026

Position Summary
The Materials Management department is seeking a Customer Service Administrator (CSA) to support daily supply chain operations and help ensure reliable, responsive, and customer-focused service for clinical and non-clinical areas across UHN.

Materials Management plays a critical role in supporting patient care by ensuring the right products are available in the right place at the right time. Our team oversees the flow of essential medical and operational supplies across the hospital, from receiving and inventory management to distribution to clinical and non-clinical departments.

In this role, you will contribute to the daily operations of the Materials Management team by providing administrative and coordination support, helping ensure efficient processes, positive customer service, and continuity of supply across sites. Working closely with the Materials Management Supervisor and Manager, the CSA will support supply cart management, inventory processes, staff coordination, reporting, and issue resolution in a fast-paced healthcare environment.

Duties

• Support the Materials Management Supervisor/Manager with daily coordination of support staff, including assigning, monitoring, and following up on shift duties.
• Manage supply cart processes for the low-unit-of-measure stockless program, including quota reviews, usage analysis, and customer follow-up.
• Assist with annual supply cart reviews by reviewing inventory usage, cost, quota levels, and customer needs.
• Coordinate barcode creation, placement, and maintenance on supply carts in partnership with Top-Up staff.
• Manage internal Stat Stores inventory, including substitutions, unique items, inventory levels, and monthly reconciliation of book value to on-hand inventory.
• Support year-end physical inventory count activities and provide required reporting to the Materials Management Manager.
• Help resolve Cardinal JIT DC issues, including shipping errors, reporting concerns, and follow-up with internal and external partners.
• Support new item linking, unit-of-measure changes, vendor revisions, and warehouse setup requirements for Internal Stores.
• Monitor Purchase Order variances and Accounts Payable payment issues in consultation with the Supervisor.
• Promote a safe, clean, organized work environment while following Occupational Health & Safety and IPAC standards.

Qualifications

• Completion of a minimum two-year community college program in Business Administration, Supply Chain, Materials Management, or a related field, or recognized equivalent.
• Four to six years of practical related experience, or equivalent on-the-job training.
• Strong knowledge of inventory control, quota management, reconciliation, and supply chain processes.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience or familiarity with ERP systems such as SAP is considered an asset.
• Hands-on experience with handheld scanners, barcoding systems, and related supply chain technology.
• Strong organizational, time-management, problem-solving, and follow-up skills.
• Excellent interpersonal and communication skills, with the ability to work collaboratively with clinical teams, leadership, support staff, vendors, and external partners.
• Ability to manage competing priorities in a fast-paced healthcare environment while remaining calm and adaptable under pressure.
• Knowledge of Occupational Health & Safety requirements and Infection Prevention and Control standards is an asset.

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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

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.