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Administrative Coordinator

March 2 2021
Industries Education, Training , Healthcare, social assistance
Categories Administrative, Clerical, Clerical, Administrative Support, Health, Medical, Office manager
Toronto, ON


Position: Administrative Coordinator
Site: Princess Margaret Cancer Centre
Department: Dept. of Supportive Care - Palliative Care
Reports to: Manager, Department of Supportive Care
Scale/Grade: N0:04
Salary: $26.82 - $33.52 per hour
Hours: 37.5 hours per week
Status: Permanent Full-Time


The Administrative Coordinator exercises decision making capabilities, considerable judgment and independence to coordinate complex administrative support services for senior professional personnel, including: coordinating and maintaining electronic calendar; analyzing departmental statistics, identifying and bringing critical areas to the attention of the Department Head; coordinating, organizing or planning high profile meetings/events; taking minutes of various professional meetings; providing direct and 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.Your responsibilities will include:

Primary administrative support for the Head of the Department of Supportive Care (UHN) and the Departmental Division Director for Palliative Medicine (U of T)
Acting as the first point of contact and serving as a key resource to senior leadership
Supporting and coordinating committees, including preparing agendas, taking minutes, collecting materials and documentation for review
Drafting internal and external communications, proofreading and fact-checking content and verifying accuracy and completeness of documents
Monitoring and reviewing divisional finances
Fostering collaborative relationships with stakeholders of strategic importance
Coordinating tasks for projects and other strategic initiatives with stakeholders


  • 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
  • Completion of a recognized general business certificate program, or recognized equivalent preferred
    Bachelor’s degree preferred
  • Five (5) years related office administrative experience
  • Demonstrated experience dealing with highly sensitive and confidential matters and providing administrative support to senior committees and stakeholders
  • Experience coordinating multiple projects and time-sensitive priorities,
  • Experience serving as the first point of contact, screening enquiries, proactively coordinating complex schedules and coordinating frequent travel arrangements
  • Experience independently drafting correspondence, letters and reports, including on the behalf of senior executives
  • Experience reviewing existing processes and making recommendations for improvement and implementation
  • Advanced proficiency with MS Office Suite, survey tools (Survey Monkey) and newsletter applications (MailChimp)
  • Professional demeanor with a strong customer service orientation and effective interpersonal skills
  • Strong oral and written communication skills, superior attention to detail and the ability to concisely summarize information of a complex nature
  • Exceptional organizational skills and the ability to deal effectively with multiple priorities and projects with conflicting deadlines
  • Ability to adjust to changing priorities and interruptions and the ability to anticipate the needs of senior executives and flag questions or opportunities before issues arise
  • Demonstrated ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively and be an effective team member
  • Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University
  • Ability to maintain strict confidentiality
  • Must be available to attend occasional meetings outside of normal working hours
  • Experience working in a health care environment preferred
  • Ability to produce high quality work in accordance with Hospital standards
  • Ability to use good judgment in assessing difficult situations
  • Knowledge of general office practices, procedures and standards

RE- POSTED DATE: March 2, 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. network