Administrative Assistant II, General

4 weeks ago

Toronto, Ontario, Canada University Health Network Full time
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: Toronto General Hospital
Department: UHN Digital, Data Aggregation, Translation and Architecture (DATA) Team
Work Model: On-Site
Reports to: Senior Manager, DATA Team
Grade: A0:06
Hours: 37.5 per week
Salary: $24.10 to $30.12 per hour (To commensurate with experience and consistent with UHN compensation policy)
Shifts: Days
Status: Temporary Full-Time, 12 Months
Closing Date: August 31, 2024

Position Summary

Are you looking for a challenging and rewarding administrative position where you can utilize your organizational, communication, and time management skills? If you are, then we have an opportunity for you

In this Administrative Assistant role, you will be supporting the Director of the Data Aggregation, Translation and Architecture (DATA) team within the University Health Network. Our team specializes in the use of machine learning and advanced software development approaches to help clinicians and scientists streamline clinical workflows and enable faster and better treatments through the use of computational and statistical methods.

Support will include office management, financial and accounting related duties, etc. You will act as a resource and a communication link for information within the department. This role will require the successful candidate to provide support to the Director's academic and research portfolios as well as administrative support for the lab.

Duties

  • Calendar Management
    • Schedule and confirm appointments for Director, using judgment to reschedule or book appointments according to changing priorities
    • Handle incoming inquiries as per need basis
  • Meetings & Travel
    • Coordinate travel arrangements for Director and staff
    • Organize and/or provide support for meetings, events and conferences arranging travel and accommodations, and preparing itineraries.
    • Manage processing of travel reimbursements and related expenses
    • Arrange meeting rooms, meals, and audio visual and equipment services for meetings/events
    • Establish and manage telephone conference calls
    • Handle incoming inquiries as per need basis
  • Human Resources
    • Support Human Resource functions as it relates to recruitment, performance and attendance management, and terminations
    • Coordinate payroll information for hiring of trainees adhering to human resources and payroll deadlines
    • Facilitate the orientation and onboarding of new staff and trainees
    • Timekeeping
  • Finance
    • Manage credit card bills, expense claims, and process invoices.
    • Purchase and distribute supplies/equipment using the eProcurement system
    • Liaise with appropriate personnel to follow-up on financial matters.
  • Grant submission and CV maintenance
    • Assist with preparation, completion and submission of research grant applications, including equipment, studentship and postdoctoral fellowship applications adhering to agency and university policies, procedures and deadlines (preparation includes researching and gathering information and preparation of curriculum vitae, Common CV, significant contributions, etc)
    • Facilitate the research process through the provision of advice and education
    • Maintain curriculum vitae information in a database program for tracking of publication records and research grant information to be used for various reporting area
  • Additional Duties
    • Maintain and communicate appropriate policies and procedures to ensure compliance within hospital
    • Develop and coordinate systems, i.e. billing, supplies inventory and ordering, communication systems
    • Ensure office equipment and furniture are operational and coordinate preventative and restorative maintenance/repair schedules
    • Maintain and update Department website.
    • Provide onsite support
Qualifications
  • Post-secondary degree/diploma is required.
  • Minimum of 3 years of administrative experience, preferably in the health care industry
  • Expert knowledge and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
  • Ability to trouble-shoot and learn new computer and/or web-based programs
  • Ability to work in a fast-paced environment with many interruptions and multiple priorities, both independently and as a team member
  • Excellent oral and written communication and organizational skills.
  • Excellent attention to detail and proven ability to meet deadlines.
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.

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