Administrative Assistant II #2

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

Transforming lives and communities through excellence in care, discovery and learning.

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

University Health Network (UHN) is a research hospital affiliated with the University of Toronto and a member of the Toronto Academic Health Science Network. The scope of research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. Research across UHN’s five research institutes spans the full spectrum of diseases and disciplines, including cancer, cardiovascular sciences, transplantation, neural and sensory sciences, musculoskeletal health, rehabilitation sciences, and community and population health. Find out about our purpose, values and principles here.

The Administrative Assistant II will be responsible for the organization, scheduling, tracking, and support of the residents (10-12) and residency program for the University of Toronto and a variety of divisional events, including rotation schedules, educational events, visiting professors and lectures, and university divisional meetings. Duties will include tracking rotation progress, supporting nominations, organizing and note-taking for meetings of various sizes, event coordination, newsletter organization and design (2-3 times yearly), and coordination between associated staff faculty for the purpose of the residency program or university-wide divisional initiatives. The incumbent will also be responsible for intake and processing of applications for fellowship in the Division of Cardiovascular Surgery at the University Health Network, assisting in the credentialing process for successful applicants with CPSO, and their onboarding process at UHN.

Other duties include: coordinating and designing divisional newsletter; monitoring budgets and accounts, including handling reimbursements, related to the residents and residency program; liaising between faculty, staff, and students to ensure the timely communication of information; attending and participating in meetings; receiving applications for fellowship positions, corresponds with applicants, assembles applications for review; assisting successful fellowship applicants in navigating credentialing process with College of Physicians and Surgeons of Ontario; assisting new fellows with hospital start-up procedures, training, credentialing; fellow call schedules; ordering and maintaining stock of office supplies.


  • At minimum, a Community College Diploma in General or Medical Office Administration or equivalent
  • At minimum, 2 years related administrative experience; in an academic setting preferred
  • Experience in organizing meetings in particularly with Microsoft Teams and Zoom
  • Proficiency in Microsoft Office environment required
  • Excellent verbal and written communications skills
  • Excellent organizational and time management skills; attention to detail
  • Excellent interpersonal and customer service skills
  • Ability to produce high quality work in accordance with Hospital standards
  • Ability to work well under pressure; problem solving
  • Ability to use good judgment in assessing difficult situations
  • Knowledge of general office practices, procedures and standards
  • Demonstrated ability to work collaboratively in a team environment in an academic setting
  • Ability to set priorities and workflows, meet deadlines and facilitate others to do so
  • Demonstrated ability in sound independent judgement on sensitive matters and issues of confidentiality
  • Ability to work on own initiative and independently

If you are interested in making your contribution at UHN, please apply on-line. You will be asked to copy and paste as well as attach your resume and cover letter. You will also be required to complete some initial screening questions.

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