Administrative Assistant III – Research
Site: McEwen Stem Cell Institute (McEWEN)
Reports to: Planning & Operations Manager, McEwen
Hours: 35 hours per week
Status: Permanent Full-Time
University Health Network (UHN)
is looking for an experienced professional to fill the key role of
Administrative Assistant III
in our McEwen Stem Cell Institute.
Transforming lives and communities through excellence in care, discovery and learning.
The University Health Network, where above all else the needs of patients come first, encompasses
Toronto Rehabilitation Institute, Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre and the Michener Institute of Education at UHN . 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 groundbreaking 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.
University Health Network (UHN) is a research hospital affiliated with the University of Toronto and a member of the Toronto Academic Health Science Network. The scope of research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. Research across UHN’s five research institutes spans the full spectrum of diseases and disciplines, including cancer, cardiovascular sciences, transplantation, neural and sensory sciences, musculoskeletal health, rehabilitation sciences, and community and population health.
Find out about our purpose, values and principles here .
The Administrative Assistant III will support the Scientists within the newly established McEwen Stem Cell Institute (McEwen) and will interact closely with scientists, laboratory personnel, other administrative professionals and other support staff to ensure effective research operations.
The Administrative Assistant exercises 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 including grant submissions and scientific papers; coordinating, organizing or planning meetings/events; providing direct and/or functional supervision for assigned personnel; monitoring and analyzing department/grant budgets; ensuring efficient operation of the office; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; coordinating all aspects of the regular payroll submissions through the institutionally-administered system; performing clerical support functions; performing other duties consistent with the job classification, as assigned.
The Administrative Assistant will provide support to the group including organizing and scheduling the group meetings and coordination of other activities and events. The individual will provide assistance to all principal investigators assigned and ensure that they are aware of and are able to take advantage of the resources available from Research Solutions and Services (RSS). Additionally, the individual will be responsible for onboarding and offboarding of personnel and trainees, ensuring that they appropriately trained and registered.
This position will also support general endeavours of McEwen. Under the direction of the Manager, the Administrative Assistant will participate in various administrative activities associated with the institute such as the effective coordination of budget(s) as well as other initiatives to foster effective and efficient communications and best practices across the organization.
• Completion of Community College Diploma in General or Medical Administration or recognized equivalent
• At minimum four (4) years related administrative assistant experience required
• Ability to maintain confidentiality
• 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
• Comprehensive knowledge of health care, organizational/budgeting practices, procedures and standards
• Ability to produce high quality 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 produce detail-oriented, accurate work – ability to establish, maintain, and adhere to priorities
• Expert Microsoft office skills including Outlook, Word, Power Point and Excel
• Demonstrated ability to function as a productive team member
I f you are interested in making your contribution at UHN, please apply on-line.
You will be asked to copy and paste as well as attach your resume and covering letter. You will also be required to complete some initial screening questions.
September 13, 2018
Closing Date : October 25, 2018
For current UHN employees, only those who have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN’s attendance management program, and possess all the required experience and qualifications should apply.
UHN thanks all applicants, however, only those selected for an interview will be contacted.
UHN is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.