Administrative Assistant II, Research

Union: Non-Union
Number of Vacancies: 1
New or Replacement Position: New
Site: Toronto General Hospital
Department: HPB Oncology Research
Reports to: Senior Clinical Research Manager HPB Oncology Research
Salary: $25.56 $31.95 per hour
Hours: 37.5 hours per week
Shifts: Weekdays; MondayFriday
Status: Permanent Full-Time
Closing Date: June 21 2026

Position Summary

The vision of the Schwartz Reisman Hepato-Pancreato-Biliary (HPB) Oncology Research Innovation Centre is to improve patient care through collaborative HPB innovation. The Centre focuses on education research quality initiatives and cross-disciplinary collaboration.

We are seeking an experienced administrative professional to support a dynamic team of clinicians scientists and allied health professionals. The successful candidate will also provide dedicated administrative support to the Genetic Counsellor assisting with patient scheduling coordination of blood work and diagnostic testing appointments preparation of clinic materials patient communication and related administrative activities.

The Research Administrative Assistant II provides comprehensive administrative and program support across clinical research and operational activities. The role requires strong organizational skills independent judgment and the ability to manage competing priorities in a fast-paced environment. The incumbent works under the direction of the Senior Clinical Research Manager with close collaboration with the Genetic Counsellor and other clinical and research team members.

Duties

• Provides administrative support to the HPB Oncology Research program ensuring effective day-to-day operations.
• Provides administrative support to the program Genetic Counsellor including patient scheduling coordination of blood work and diagnostic testing appointments preparation of clinic materials referral management and maintenance of patient records and databases.
• Develops and maintains filing systems office procedures and administrative workflows; recommends and implements process improvements.
• Acts as a point of contact for patients families healthcare providers and external partners ensuring timely communication coordination and confidentiality.
• Composes edits and distributes correspondence reports presentations and other documents; coordinates program communications and mass mailings.
• Coordinates departmental meetings working groups and committees including scheduling agenda preparation minute-taking and follow-up on action items.
• Plans and supports onsite and offsite meetings conferences and educational events including logistics registration catering audiovisual requirements and travel arrangements.
• Arranges domestic and international travel accommodations itineraries and expense reimbursements for assigned personnel.
• Supports internal and external communications including assisting with website updates and program communications.
• Facilitates coordination across multidisciplinary teams to support patient care and research activities.
• Ensures efficient operation of the office and program including coordination of supplies and resources.
• Maintains strict confidentiality of patient research and organizational information in accordance with privacy legislation and institutional policies.
• Provides backup administrative coverage for the Wallace McCain Centre for Pancreatic Cancer performing clinic coordination scheduling patient communication and related administrative duties to support uninterrupted clinic operations.

Qualifications :

• Community College Diploma in General or Medical Office Administration or equivalent required
• 23 years of related administrative experience required
• Experience supporting clinical programs patient scheduling or healthcare administration in a hospital or academic healthcare setting preferred
• Experience coordinating patient appointments referrals diagnostic testing and clinical documentation preferred
• Familiarity with genetics oncology or multidisciplinary clinical programs considered an asset
• Knowledge of hospital information systems (e.g. Epic) and clinical scheduling processes preferred
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent verbal and written communication skills
• Strong interpersonal skills with a patient-centered approach
• High level of attention to detail and accuracy
• Ability to work independently and collaboratively in an interdisciplinary team
• Proficiency in Microsoft Office applications for document preparation scheduling and data management

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 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 UHNs 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.

Remote Work :

No

Employment Type :

Full-time