Administrative Assistant III

Union: Non-Union
Number of vacancies:  1 
Site: Toronto Medical Discovery Tower
Department:  Research
Reports to:  Senior Manager
Hours: 37.5 hours per week
Shifts: Days
Status: Permanent Full-time
Closing Date: October 20 2025

The Administrative Assistant III exercises judgment and independence to provide complex administrative support services to senior professional personnel including: 

Assisting with human resource administrative tasks including coordinating all aspects of payroll submissions and new staff on- and off-boarding including national and international graduate students and clinical fellows;

• Planning/coordinating meetings; organizing travel arrangements accommodations event registration and submitting expense reports;
• Assisting with preparation of documents with high organizational value and confidentiality such as proposals grant applications annual reports professional publications etc.
• Monitoring and analyzing departmental/lab grant budgets (e.g. drafting budgets for approval;
• Monitoring and analyzing accounts identifying variances) and submitting expense reports;
• Developing organizing and maintaining electronic filing/retrieval systems;
• Performing other duties consistent with the job classification as assigned. 

This position will also support general tasks under the UHN Research Institutes. Under the direction of the Manager the Administrative Assistant will participate in various administrative activities to foster effective and efficient communications and best practices across the Research Institutes.

Qualifications :

• At minimum completion of Grade 12 or recognized equivalent
• Completion of a recognized business or medical post-secondary administrative program at the diploma level
• Four (4) years related administrative assistant experience required
• Comprehensive knowledge of health care organizational/budgeting practices procedures and standards 
• Expert Microsoft Office skills including Outlook Word PowerPoint and Excel
• Demonstrated ability to function as a productive team member
• Ability to maintain confidentiality 
• Ability to produce high-quality detail-oriented accurate work in accordance with Hospital standards 
• Ability to work well under pressure and use good judgment in assessing and responding to difficult situations
• Ability to establish maintain and adhere to priorities
• Experience working in a research/health care environment and knowledge of medical terminology preferred
• Excellent organizational and time management skills required
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills required

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 :

Full-time