Job Description
ADMINISTRATIVE ASSISTANT II
Job Posting #: 922547
Union: Non-Union
Site: Toronto Rehab – University Centre
Department: Facilities
Reports to: Manager
Hours: 37.5 hours per week
Wage range: $23.28 - $29.10 per hour. Commensurate with experience and consistent with UHN compensation policy
Status: Permanent Full-Time
Shifts: 7am-3pm. Subject to change based on departmental need
Posted Date: July 13, 2023
Closing Date: July 20, 2023
The University Health Network, where “above all else the needs of patients come first”, encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education. 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 ground breaking 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.
Position Summary
The Administrative Assistant II is a key part of the Facilities team. The successful candidate will primarily be responsible for the processing of facilities work orders for the department and other administrative support tasks as assigned.
To be considered for this role, you must have significant experience in managing time and tasks within an extremely busy professional office environment, and have the ability to focus on the priorities of a rapidly changing day. You have excellent MS Office applications skills, especially Outlook, Word, Excel and PowerPoint; superb organizational and time management skills and the ability to multitask effectively. The successful incumbent will show initiative and work well with a wide range of people throughout the organization. They will also be insightful, mature and tactful, remain calm under pressure and confident in their capability to perform well in the job and make it their own.
Duties
- Process work orders for the department using the Archibus system
- Utilize time management and prioritization skills to provide admin support in a busy office environment
- Greet victors and staff who arrive at the department office and answer phone calls in a kind and courteous manner
- Utilize computer skills to create various complex documents and schedule meetings as requested
- Assisting with administering and monitoring billing procedures and departmental budgeting records for multiple cost centers
- Ensure efficient operation of the office, within the scope of authority
- Modify and maintain electronic and paper information systems and documents
- Complete payroll time entry for the department
- Perform clerical support functions
- Exercise discretion in handling confidential department information
Qualifications
- Completion of a post- secondary office administration program at the diploma level or equivalent
- Minimum three (3) years related administrative support experience
- Excellent MS Office applications skills, especially Outlook, Word, Excel and PowerPoint
- Proficient with Payroll scheduling, inputting and submitting
- Demonstrated ability to work in a team environment and collaborate as an active participant
- Excellent organizational, time management, and prioritization skills
- Excellent interpersonal and customer service skills
- Excellent verbal and written communications skills
- Excellent knowledge of health care, organizational/office practices, procedures and standards
- Ability to produce high quality work in accordance with Hospital standards
- Ability to maintain confidentiality
- Ability to work well under pressure and use good judgment in assessing difficult situations
- Experience working in a health care environment, an asset
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.
Vaccines (COVID and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
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. Applicants need to make their requirements known in advance. Any information received related to an accommodation will be addressed confidentially.
University Health Network thanks all applicants, however, only those selected for an interview will be contacted.
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