Administrative Assistant II

Company Description

The University Health Network, where above all else the needs of patients come first , encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education.

The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education.

With a long tradition of ground breaking firsts and a purpose of Transforming lives and communities through excellence in care, discovery and learning , the University Health Network (UHN), Canada’s largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers.

UHN is a caring, creative place where amazing people are amazing the world.

Job Description

Union : Non-Union

Site : MaRS West Tower (Toronto General Hospital)

Department : Ajmera Transplant Centre

Work Model : On-Site (hybrid option 3 days / week)

Reports to : Director and Manager, Education

Grade : A0 : 06

Hours : hours per week

Salary : $ - $ per hour

Shifts : Monday to Friday

Status : Permanent Full Time

Closing Date : July 9, 2024

Position Summary

University Health Network (UHN) is looking for an experienced professional to fill the key role of Administrative Assistant II in our Ajmera Transplant Centre .

The Ajmera Transplant Centre at UHN is one of the largest transplant centres in Canada performing over 700 transplants annually, and providing world-class care to over 7,000 recipients

As an Administrative Assistant II , This role provides support directly to the Education Director and Education Manager in the Ajmera Transplant Centre assisting in the coordination of operations in the education department and assures proper office administration, and administrative support for the physicians' teaching, research, clinical and administrative duties.

Working closely with the Education and Outreach Lead and the Education Director, the Administrative Assistant II ensures smooth operations for the program, supporting the Education team.

You will work collaboratively with faculty, fellows, and administrative coordinators to effectively support our Solid Organ Transplant AFC program and transplant education department.

Your excellent organizational skills, relentless attention to detail, and your ability to work as part of a team will be critical to the success of our programs.

Duties

Specific duties for administrative support include :

• Maintains physicians’ daily schedule and maintains their Outlook calendar. May include determining priorities and arranging meetings, appointments, teleconferencing and videoconferencing.
• Coordinates meetings and educational lectures.
• Compiles and submits expense claims ( travel, honoraria, meeting expenses, legal case opinions, etc.)
• Initiates purchase order, deposit and cheque requisition requests using the appropriate cost center(s).
• Assists with conference registrations, travel and accommodation arrangements and prepares travel expense claims adhering to policies of the appropriate organizations.
• Proofreads documents and composes routine correspondence.
• Assist with annual reapplications for professional licenses / privileges and maintenance of certification.
• Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
• Updates and maintains physicians’ curriculum vitae and documentation for professional advancement and annual reporting.
• Assist with formatting and preparation of presentation materials.
• Assists with preparing grant applications : may include performing basic literature searches, inserting references and generating bibliographies using Reference Manager, completing forms, contacting and obtaining information such as CVs from co-applicants, obtaining appropriate signatures, grant assembly and uploading of documents, photocopying, and arranging courier services.
• Coordinates clinic activities, as required
• Other duties as necessary

Specific duties for education program support will include :

Ensures efficient operations for Solid Organ Transplant AFC program including providing detailed information to fellows on program and / or training requirements;

verifying and reviewing Royal College training requirements; Drafting and circulating correspondence to trainees and faculty as related the SOT AFC portfolio

• Maintains filing systems and monitors efficiency.
• Composes and edits correspondence and documents using various software.
• Coordinates mass mailings using mail merges. Prepares presentations and handouts using established content. Maintains and updates databases specific to the department.
• Performs routine budgetary support functions : reconciles financial statements and notifies appropriate staff of variances for follow up.

Files supporting documentation for audit purposes. Budget impact is indirect through record keeping, data entry.

Administers / monitors billing procedures and financial transactions such as invoicing, cheque requisitions and expense tracking / reporting.

Files supporting documentation for audit purposes.

Coordinates meetings by booking the room, organizing materials for participants in advance, taking minutes and following up on action items.

Prepares and distributes meeting agenda with participant input.

• May coordinate onsite established events including marketing, registration, catering, technology and speakers.
• Proactive and independent management of calendar. Responsible for booking and making adjustments to electronic schedules as needed due to absences, appointment conflicts, emergencies, etc.

with increased scope of impact due to level and greater number of contacts.

• Participates in refinement of the SOT AFC program as appropriate
• Other duties as necessary

Qualifications

• College Diploma (3 years) or acceptable combination of equivalent experience
• 2 to 3 years of related experience (a university or equivalent environment such as a teaching hospital preferred)
• Experience working in Epic and with Epic workflows for referral management, adding and scheduling functions, supporting clinic administrative operations.
• Demonstrated experience scheduling and coordinating timetables
• Advanced proficiency with MS Office Suite (outlook, word, excel, powerpoint), Adobe DocuSign, and web conferencing platforms (Zoom, Teams)
• Excellent verbal and written communication skills
• Strong organizational and time management skills.
• Excellent decision-making and problem-solving skills.
• Able to adapt to a constantly changing environment that requires ongoing revaluation of priorities.
• Experience booking appointments, consultations, procedures and filing patient reports
• Initiative, tact, dedication, diplomacy and positive attitude
• Demonstrated ability to use good judgment in assessing difficult situations.
• Able to work collaboratively within a group setting and independently.
• Ability to work well with minimal supervision

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.

All UHN Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire.

Proof of COVID-19 vaccination will be required. Should you be the successful candidate, you will be required to comply with UHN’s mandatory Vaccination Policy that is in effect.

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.