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Administrative Assistant III

University Health Network

This is a Full-time position in Scarborough, ON posted April 28, 2021.

JOB POSTING 874990 Position: Administrative Assistant III Site: Toronto Rehabilitation Institute, University Centre Department: Brain & Spinal Cord Rehabilitation Program Reports to: Clinical Director Scale/Grade: A007 Salary: $25.38
– $31.72 per hour Hours: 37.5 hours per week days Status: Temporary full-time 22 months University Health Network (UHN) is looking for an experienced professional to fill the key role of an Administrative Assistant III in the Brain, Spinal Cord & Cardiac Rehabilitation department.

Transforming lives and communities through excellence in care, discovery and learning.

POSITION: Supporting the Clinical Director of the Brain, Spinal Cord & Cardiac Rehab Programs as well as the and Medical Director of the Brain Program at Toronto Rehab, you will be exercising judgment and have independence to provide complex administrative support services, including: coordinating and managing an ever changing and complex electronic calendar/schedule; preparing and providing updates to the Directors on a regular basis regarding the priorities and objectives that have changed throughout the day; utilizing advanced Microsoft systems to produce complex documents of highly professional quality materials and presentation; providing project management support for assigned initiatives; handling correspondence and coordinating the submission of invoices and expenses within the hospital finance systems; following human resources procedures and processes for hiring of staff of the director; liaising with administrative assistants within the program, UHN and external stakeholders to ensure meetings are coordinated and deadlines met; developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats, organizing corporate meetings and functions; integrating information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting; performing cross-functional responsibilities within the Executive Office to ensure efficient operation.

The successful individual should be mature, tactful, highly organized, have experience working with senior leadership, in a fast paced energetic environment with the ability to take initiative, anticipate needs and prioritize.

QUALIFICATIONS: Completion of Grade XII or recognized equivalent Completion of recognized business or medical post-secondary administrative program at the diploma level Bachelor’s degree is considered an asset Strong project management skills Forward-thinking with an ability to anticipate needs or issues and create solutions Adaptable when faced with change, ambiguity, and competing priorities Can interact effectively with all levels of staff and external stakeholders and possess a strong customer service orientation Four (4) years related administrative assistant experience at a senior level required Extensive on-the-job computer/word-processing, database and spreadsheet software experience required; experiences in a Microsoft Office environment required Previously supervisory experience preferred Experience working in a research/health care environment and knowledge of medical terminology an asset Excellent organizational and time management skills required Excellent interpersonal and customer service skills required Excellent verbal and written communications skills required Comprehensive knowledge of health care, organizational/budgeting practices, procedures and standards Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction Ability to manage multiple conflicting priorities without loss of composure Ability to maintain confidentiality Ability to work well under pressure and use good judgment in assessing difficult situations POSTING DATE: April 15, 2021 CLOSING DATE: Until filled 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.

University Health Network 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.