Administrative Assistant I

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.

• 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

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 )
• 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.