Administrative Assistant III, General

Union: Non-Union
Number of vacancies: 1
Site: Toronto Rehabilitation Institute University Centre
Department: Education
Reports to: Senior Director
Hours: 37.5 per week
Status: Permanent Full-Time
Closing Date: July 11 2025

Position Summary

The Administrative Assistant III exercises considerable judgment and independence to provide complex secretarial and administrative support services to senior professional personnel including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; coordinating organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing departmental budgets; ensuring efficient operation of the office; developing organizing and maintaining electronic and paper information filing/retrieval methods systems or  formats; performing clerical support functions; performing cross-functional responsibilities as required; performing other duties consistent with the job classification as assigned.

Duties

• Coordinates and maintains written and/or electronic calendar/schedule of assigned personnel and committees. Includes prioritizing re-booking as needed and coordination of any related logistics.
• Provides word processing/typing services to facilitate the production of complex documents/materials including but limited to: files graphs statistical functions spreadsheets reports correspondence invoices graphics slides financial and other data.
• Coordinates organizes and/or plans meetings/events/social functions including: agendas meeting materials minutes liaising with internal and external contacts arranging meeting rooms audio-visual setup meals meeting/event support and follow up.
• Monitors and analyzes departmental budgets including: drafting cost centre budget(s) for approval; analyzing and monitoring business and other accounts cost center and fund account budget expenses disbursement and reimbursement forms; identifying variances and implementing remedial action (within scope of authority); liaising with appropriate personnel required to support other budget activities; initiating and preparing supporting documentation to meet audit requirements.
• Ensures efficient operation of the office including: establishing implementing and ensuring appropriate systems are in place to enable work activities to flow smoothly; requisitioning supplies ensuring office equipment/furniture are operational (i.e. photocopier computer(s) etc.)
• Develops organizes and maintains electronic and paper information filing/retrieval methods systems or formats including: identifying and establishing appropriate methods systems or formats for storing sorting retrieving organizing updating and/or purging information.
• Performs clerical support functions including: assembling copying collating and distributing materials; opening sorting and distributing incoming mail; preparing outgoing materials to be mailed/couriered; processing financial transactions including completing cheque requisitions and other related activities; maintaining attendance records as assigned; ensuring timesheets are completed and submitted in a timely and accurate manner.
• Performs cross-functional and other duties consistent with the job classification as assigned and/or requested.

Qualifications :

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized medical or business post secondary secretarial arts program at the diploma level required.
• Four (4) years related secretarial support experience required.
• Previous on-the-job computer/word-processing database and spreadsheet software experience required; experience in a Microsoft Office environment preferred.
• Excellent organizational and time management skills required.
• Very good interpersonal and customer service skills required.
• Very good verbal and written communications skills required.
• Comprehensive knowledge of health care organizational/office practices procedures and standards required.
• Ability to produce high quality work in accordance with Hospital standards required.
• Ability to maintain confidentiality required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.
• Knowledge of medical terminology an asset.

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