Find your next opportunity

Job summary

The Administrative Assistant provides administrative support to the Diabetes Research Program, including coordinating patient study visits and managing study-related shipments. They are also responsible for maintaining schedules, processing documentation, and ensuring efficient daily office operations.

Job details

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 New or Replacement: Replacement Number of Vacancies: 1 Site: Toronto General Hospital Department: Ajmera Transplant Centre Diabetes Research Program Reports to: Clinical Research Manager Hours: 37.5 hours per week Salary: $23.14 - $28.92 per hour Shifts: Monday-Friday 8-4PM Status: Temporary Full-Time (approximately 6 months) Closing Date: October 2, 2026 Position Summary The Diabetes Research Program conducts multidisciplinary translational and clinical research focused on advancing the understanding and treatment of diabetes, including biomarkers and novel therapeutics. The Administrative Assistant I provides administrative support to the Diabetes Research Program at Toronto General Hospital. The ideal candidate is highly organized, detail-oriented, resourceful, and motivated, with strong communication and interpersonal skills and the ability to work effectively both independently and as part of an interdisciplinary team. The administrative assistant’s primary responsibilities will include, but are not limited to: Coordinate and prepare study-related shipments, including refrigerated and dry-ice shipments of clinical samples, study materials, and supplies, ensuring proper packaging, labeling, documentation, and timely courier arrangements in accordance with study protocols and applicable shipping requirements Coordinating patient visit schedules as per study protocol Coordinating all aspects of study visits including scheduling tests/procedures, making travel arrangements and assist in handling study compensation for patients 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 Organizing and maintaining electronic and paper information filing/retrieval methods, systems or formats; answering phones, schedules and triages appointments. Responds to general inquiries and provides routine information, ensures efficient office operations (e.g., requisitions office/lab supplies; ensures maintenance of office equipment); entering information into spreadsheets/databases from readily available sources. May update and distribute standard reports; performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned. Qualifications Community College Diploma in General or Medical Office or equivalent Administration 1-2 years experience Completion of a medical terminology course(s) is an asset. Ability to maintain confidentiality as per UHN and departmental policies Ability to learn quickly and work independently Ability to work in a team environment Excellent written and verbal communication skills Excellent organization and prioritization skills Previous on-the-job computer/word-processing, database and spreadsheet software experience Experience in a Microsoft Office environment Experience working in a health care environment and asset Ability to perform multiple concurrent tasks while maintain a high level of attention to detail. Knowledge of applicable legislative, UHN and/or departmental policies Additional Information Why join UHN? 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. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position. 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. Department: Research Compensation: CAD 23.14 - CAD 28.92 - hourly

What you’ll do

The Administrative Assistant provides administrative support to the Diabetes Research Program, including coordinating patient study visits and managing study-related shipments. They are also responsible for maintaining schedules, processing documentation, and ensuring efficient daily office operations.

Requirements

Candidates must possess a Community College Diploma in General or Medical Office Administration and have 1-2 years of relevant experience. Strong organizational skills, proficiency in Microsoft Office, and the ability to work effectively in a team environment are required.

Benefits

• Healthcare of Ontario Pension Plan • Transit access • UHN shuttle service • Flexible work environment • Corporate discounts • On-site gyms

Listed skills

• Organization · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Clinical research support
• Data entry
• Scheduling
• Medical terminology
• Microsoft Office
• Record keeping
• Communication
• Organization
• Prioritization
• Attention to detail
• Interpersonal skills
• Database management
• Spreadsheet software
• Office operations
• Management
• Operations
• Coordinating
• Rehabilitation
• Innovation
• Detail Oriented
• Artificial Intelligence
• Research
• Interpersonal Communications
• Office Equipment
• Teamwork
• Administrative Support
• Clerical Works
• Verbal Communication Skills
• Confidentiality
• Packaging And Labeling
• Quick Learning
• Oncology
• Resourcefulness
• Travel Arrangements
• Filing
• Infectious Diseases
• Spreadsheets
• Typing
• Clinical Research
• Word Processing
• Cardiology
• Medical Research
• Diabetes Mellitus
• Medical Terminology
• Biomarkers
• Physical Medicine And Rehabilitation

Job areas

• Administrative
• Healthcare
• Science & Research
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive