Administrative Assistant II, Arthritis Program Low Back

Union: Non-Union
Number of vacancies: 1
Site: Toronto Western Hospital
Department: Schroder Arthritis Institute Low Back Program
Reports to: Clinical Manager
Work Model: On-Site
Hours: 22.5 hours per week
Shifts: Various Weekdays Monday - Friday 8.00am - 4.00pm
Status: Temporary Part Time (1 year)
Closing Date: June 30 2025

Position Summary
The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada integrating medical surgical and basic science aspects of Hand Orthopedics Osteoporosis and Rheumatology with a goal of making a global impact in discovery learning and patient care. The Orthopedic Program within the Schroeder Arthritis Institute is embarking on advancing integrated Arthritis care for the future to improve patient and essential care partner experience and outcomes throughout their care journey.

The primary focus of this role will be to provide administrative support to the Arthritis Program Low Back Rapid Assessment Clinic and digital support to clinical and non-clinical users of the CMS. This will involve working collaboratively with the team to support the delivery of patient care the development and delivery of educational materials webinars online and onsite training and be a primary point of contact for the provincial users of the CMS regional hubs and other key stakeholders.

Duties

• Support new and existing user queries and customer support (>5000 PCPs150 spine rehab providers and non-clinical support staff)
• Triage manage resolve and investigate emails that are delivered to the program inbox
• Address CMS customer access and performance issues
• Provide insight into user support requests and participate in weekly meetings with the vendor
• Register new users into CMS system in compliance with privacy and security standards
• Co-ordinate new user training sessions (group and individual)
• Provide one on one user support through video or phone conferencing
• Maintain updated user demographics in the CMS
• Manage FAQs and material for CMS daily operations
• Manage PCP inquires online training onboarding to CMS and referral privileges
• Co-ordinate provincial webinars with key stakeholders at both an administrative level (regional hub directors and managers) and a clinical level APPs and PLs)
• Support the creation of resources and education material to support the delivery of clinical care for LBRACs:
  • ie. videos for CMS patient and provider videos for virtual care virtual care toolkit PL recorded clinical cases PL and APP radiology course
• Manage shared drive with all relevant documentation for the Operations Team
• Maintain updated contact lists for administrators PLs APPs and CIO users
• Manage phone inquiries
• Collect wait-time data for specialist intervention (interventional anesthesiology spine surgery)
• Run reports for quality management and quarterly reporting
• Co-ordinate calendar and scheduling of team meetings
• Participate collaboratively and regularly with the team
• Provide support to the LBRAC Clinical and Administrative Program Lead

Qualifications :

• Minimum one (1) year practical and related experience
• Ability to effectively operate computer software and very comfortable with digital technology
• Strong analytical and problem solving skills with the ability to systematically analyze situations/issues identify options draw logical conclusions and determine/recommend practical courses of action
• Demonstrates ability to work with both internal and external stakeholders
• Experience with data management and supporting/utilizing data management systems
• Be able to maintain attention to detail
• Strong interpersonal verbal and written communication skills
• Strong organizational and time management skills
• Self-motivated and results driven team player who can work independently
• Able to work with minimal supervision on simple and complex tasks
• Able to work with multidisciplinary teams in a positive and productive manner
• Able to effectively deal with high priority unscheduled tasks and problems
• Demonstrates understanding of the healthcare environment and UHN

Additional Information :

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 :

Part-time