Administrative Assistant II, Research

Job description

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 Number of Vacancies: 1 New or Replacement Position: New Site: Toronto General Hospital Department: HPB Oncology Research Reports to: Senior Clinical Research Manager, HPB Oncology Research Salary: $25.56 – $31.95 per hour Hours: 37.5 hours per week Shifts: Weekdays; Monday–Friday Status: Permanent Full-Time Closing Date: June 21, 2026 Position Summary The vision of the Schwartz Reisman Hepato-Pancreato-Biliary (HPB) Oncology Research Innovation Centre is to improve patient care through collaborative HPB innovation. The Centre focuses on education, research, quality initiatives, and cross-disciplinary collaboration. We are seeking an experienced administrative professional to support a dynamic team of clinicians, scientists, and allied health professionals. The successful candidate will also provide dedicated administrative support to the Genetic Counsellor, assisting with patient scheduling, coordination of blood work and diagnostic testing appointments, preparation of clinic materials, patient communication, and related administrative activities. The Research Administrative Assistant II provides comprehensive administrative and program support across clinical, research, and operational activities. The role requires strong organizational skills, independent judgment, and the ability to manage competing priorities in a fast-paced environment. The incumbent works under the direction of the Senior Clinical Research Manager, with close collaboration with the Genetic Counsellor and other clinical and research team members. Duties Provides administrative support to the HPB Oncology Research program, ensuring effective day-to-day operations. Provides administrative support to the program Genetic Counsellor, including patient scheduling, coordination of blood work and diagnostic testing appointments, preparation of clinic materials, referral management, and maintenance of patient records and databases. Develops and maintains filing systems, office procedures, and administrative workflows; recommends and implements process improvements. Acts as a point of contact for patients, families, healthcare providers, and external partners, ensuring timely communication, coordination, and confidentiality. Composes, edits, and distributes correspondence, reports, presentations, and other documents; coordinates program communications and mass mailings. Coordinates departmental meetings, working groups, and committees, including scheduling, agenda preparation, minute-taking, and follow-up on action items. Plans and supports onsite and offsite meetings, conferences, and educational events, including logistics, registration, catering, audiovisual requirements, and travel arrangements. Arranges domestic and international travel, accommodations, itineraries, and expense reimbursements for assigned personnel. Supports internal and external communications, including assisting with website updates and program communications. Facilitates coordination across multidisciplinary teams to support patient care and research activities. Ensures efficient operation of the office and program, including coordination of supplies and resources. Maintains strict confidentiality of patient, research, and organizational information in accordance with privacy legislation and institutional policies. Provides backup administrative coverage for the Wallace McCain Centre for Pancreatic Cancer, performing clinic coordination, scheduling, patient communication, and related administrative duties to support uninterrupted clinic operations. Qualifications Community College Diploma in General or Medical Office Administration or equivalent, required 2–3 years of related administrative experience, required Experience supporting clinical programs, patient scheduling, or healthcare administration in a hospital or academic healthcare setting, preferred Experience coordinating patient appointments, referrals, diagnostic testing, and clinical documentation, preferred Familiarity with genetics, oncology, or multidisciplinary clinical programs considered an asset Knowledge of hospital information systems (e.g., Epic) and clinical scheduling processes, preferred Strong organizational skills with the ability to manage multiple priorities and deadlines Excellent verbal and written communication skills Strong interpersonal skills with a patient-centered approach High level of attention to detail and accuracy Ability to work independently and collaboratively in an interdisciplinary team Proficiency in Microsoft Office applications for document preparation, scheduling, and data management 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. 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.