Administrative Coordinator

Union: Non-Union Number of vacancies: 1 New or Replacement Position: Replacement Site: Toronto Western Hospital, Krembil Discovery Tower Department: Research Reports to: Director, Research Institute Salary Range: $58,578 - $87,876 per annum Hours: 37.5 hours per week Shifts: Day Status: Permanent Full-Time Closing Date: September 10, 2026 Position Summary Working under the direction of an Institute Research Director, the Administrative Coordinator exercises judgment and independence to provide complex administrative, financial and program support to scientists, staff and trainees. The successful applicant will manage multiple competing priorities and will be responsible for proactively tracking deadlines, outstanding tasks and administrative processes through to completion. The Administrative Coordinator will work closely with other administrative staff and UHN Research Solutions and Services departments to resolve administrative and financial issues, and will liaise with external partners, including the University of Toronto. Duties Manage and maintain a complex calendar and scheduling for an Institute Research Director, including coordinating meetings involving multiple internal and external participants. Coordinate and organize committee meetings, annual events, seminar series and other institute activities, ensuring that dates, participants, materials and required follow-up are managed in a timely manner. Maintain systems to track deadlines, outstanding requests and administrative processes, and proactively follow up to ensure completion. Support the efficient day-to-day administrative operation of the Institute. Develop, organize and maintain effective electronic information and filing systems. Monitor, track and manage research and departmental budgets. Assist with budget forecasting, reconciliation and preparation of financial summaries and reports. Coordinate and follow up on financial processes, including expense transfers/reallocations, fund transfers, subouts and other research-related financial transactions. Support FCC and other institutional administrative and funding processes. Liaise with UHN Finance, Research Solutions and Services and other institutional departments to resolve outstanding administrative and financial issues. Coordinate onboarding and offboarding of staff and trainees, including appointments, documentation, access and other institutional requirements. Coordinate the annual UHN/University of Toronto studentship competition, including communications, application administration, coordination with relevant University of Toronto offices, meeting organization, funding administration and tracking of program metrics. Prepare high-quality presentations, reports, spreadsheets, tables and other administrative and program materials. Interact professionally with senior management, scientists, staff, trainees, external partners, clients and vendors. Perform cross-functional responsibilities and other duties consistent with the job classification, as required. Completion of a Bachelor’s degree, preferably in business, health administration, research administration or a related field, or an equivalent combination of education and experience. Three (3) or more years of related administrative experience, preferably in a hospital, university, research institute or other complex organization. Experience with financial administration, including budget tracking, reconciliation and preparation of financial reports or forecasts. Strong proficiency with Microsoft Office, particularly Outlook, Excel, PowerPoint and Word. Demonstrated ability to organize and present financial and administrative information clearly and accurately. Excellent organizational and time-management skills, with demonstrated ability to manage multiple priorities and deadlines. Strong attention to detail and a high degree of accuracy. Demonstrated ability to take ownership of tasks, work independently and follow activities through to completion. Ability to anticipate upcoming requirements, identify outstanding items and follow up proactively without requiring ongoing direction. Excellent verbal and written communication skills. Ability to exercise good judgment and appropriately prioritize competing demands. Ability to maintain confidentiality and handle sensitive information appropriately. Ability to work effectively both independently and as part of a team. Assets Previous experience at UHN or familiarity with UHN administrative, financial and research processes. Experience administering research accounts or research funding. Experience with institutional financial processes such as fund transfers, expense reallocations, subouts and related transactions. Advanced Excel skills, including experience organizing and analyzing financial data. Strong PowerPoint and document preparation/design skills. Experience coordinating academic or research programs, funding competitions or committees. Familiarity with website content management. 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. 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.