Company Description UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Job Description Union: Non-Union

Site: Toronto Rehab - University Centre

Department: Professional Practice

Reports to: Director of Professional Practice

Hours: 37.5 hours per week

Shifts: Days

Status: Permanent Full-Time, (On-Site/In-Person)

Closing Date: October 10, 2025

Position Summary UHN's Toronto Rehab site is a leader in adult rehabilitation and complex continuing care and is Canada’s largest adult rehabilitation hospital. Bringing together innovative patient care, ground-breaking research and diverse education to help people overcome or recover from disabling injury, illness or age-related conditions, Toronto Rehab is located at four sites: University Centre (550 University Ave.), Lyndhurst Hospital (Sutherland Road), Toronto Rehab’s Cardiac and Stroke Centre (Rumsey Road), and the E.W. Bickle Centre (Dunn Ave).

The Professional Practice Department reports through to the Collaborative Academic Practice (CAP) portfolio at UHN. Collaborative Academic Practice (CAP) leads and delivers the practice of today and identifies the practice of tomorrow, advances knowledge and brings clinical transformation to life. Through compassionate leadership and a holistic approach, CAP's purpose is to enable health professionals to drive change while delivering knowledge-based quality care for the patients and families we serve. The Professional Practice team consists of a collaborative interprofessional team consisting of Nurse Practitioners, Clinical Nurse Specialists, Clinical Nurse Educators, and Clinical Practice Leaders who lead clinical teams in the provision of excellent patient care while building capacity of the clinical teams to respond to the diverse needs of the rehabilitation and complex continuing care patient population.

The Administrative Assistant III provides high-level administrative support to the Director of Professional Practice and contributes to the effective functioning of the Professional Practice portfolio. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment across multiple clinical sites.

Key Responsibilities

• Coordinate and manage complex electronic calendars and schedules.
• Exercise considerable judgment and have independence in providing complex administrative support to a busy Director.
• Organize and support meetings, including agenda preparation, minute-taking, and follow-up.
• Coordinate education days and/or other events.
• Prepare and submit invoices, expense reports, and other financial documentation.
• Process and track Professional Development Funding applications.
• Maintain and update CVs, academic portfolios, and internal documentation.
• Develop, organize and maintain electronic and paper information filing/retrieval methods, systems or formats.
• Assist with the preparation of first-rate reports, presentations, and briefing notes.
• Support recruitment and onboarding processes for Professional Practice staff.
• Liaise with internal and external stakeholders, including hospital leadership and academic partners.
• Monitor and respond to correspondence, including emails and faxes.
• Track and support departmental initiatives and deliverables.
• Maintain confidentiality and exercise sound judgment in all interactions.
• Perform cross-functional responsibilities as required, including coverage for other Administrative Assistants in the office, Administrative team projects/initiatives, etc.
• Perform other duties consistent with the job classification, as assigned.

Qualifications

• Completion of Grade XII or recognized equivalent
• Diploma in Medical Office Administration or Business Administration.
• Minimum 3-5 years of related administrative experience, preferably in healthcare.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Knowledge of healthcare terminology and hospital operations is an asset.
• Experience with OHIP billing and hospital finance systems is an asset.
• Professional, courteous, and customer-service oriented.
• Able to work independently and collaboratively.
• Detail-oriented with a commitment to high-quality work.
• Comfortable handling confidential and sensitive information.

Additional Information Why join UHN? UHN is Canada’s largest research hospital, affiliated with the University of Toronto, and recognized for excellence in patient care, education, and innovation. As part of the Professional Practice team, you’ll contribute to shaping clinical excellence across the organization.

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 https://hoopp.com/)
• Close 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 UHN's 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.