Administrative Assistant II

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

NORC Innovation Centre (NIC) at UHN

UHN’s NORC Innovation Centre (https://norcinnovationcentre.ca/) a first-of-its-kind centre advancing new models of social connection and accessible care for aging adults living in the community. Our mission is to advance a new model of integrated health and social care in naturally occurring retirement communities (NORC), and to develop community-led solutions that provide new options for aging in place with dignity and choice. Lead partners at UHN, OpenLab and Connected Care, are working to advance this mission. This role will join the NORC Innovation Centre with a focus of supporting the team focused on delivering an integrated health and social care experience for aging adults. Our goal is to improve resident satisfaction and overall health outcomes including supporting individuals to age in place with dignity.

Job Description

Union: Non-Union 
Number of Vacancies: 1 
New or Replacement Position: Replacement
Site: Toronto Western Hospital, Family Health Team    
Department: UHN Connected Care, Integrated Care
Reports to: Project Manager                               
Salary Range: $25.56 – $31.95 per hour
Hours: 37.5 hours per week   
Status: Permanent Full-time *contingent on continued funding
Shifts: Weekdays; Monday–Friday
Closing date: July 10, 2026

POSITION SUMMARY:

The NORC Innovation Centre is seeking a dedicated, organized, and proactive individual to support the day-to-day administrative, office management, invoice & billing, communications, and coordination needs of the Centre. This role will help ensure that NIC’s internal operations, meetings, events, purchasing processes, shared resources, and office systems are organized, efficient, and well supported.

The Administrative Assistant will provide administrative and operational support to the NIC team, including project managers, program leads, leadership, and other team members when/if required. Responsibilities will include coordinating office supplies and shared workspaces, supporting billing and invoice tracking, scheduling meetings, preparing agendas and materials, maintaining files and trackers, supporting event and workshop logistics, and assisting with simple content creation and social media coordination.

The successful candidate will exercise sound judgment, independence, and attention to detail while supporting multiple stakeholders in a flexible and dynamic environment. The role requires strong organizational skills, comfort with Microsoft Office applications and shared document systems, and the ability to create structure and process that supports efficient work practices. The role will require hybrid on-site work to support office operations, team activities, meetings, and events.

RESPONSIBILTIES INCLUDE:

• Support the Project Manager in maintaining and tracking of NIC’s Program Management Office (PMO) tools and processes.
• Support daily office operations, including shared spaces, supplies, equipment, printed materials, storage, and team resources.
• Coordinate purchasing for office supplies, program materials, printing, catering, technology, equipment, and events.
• Maintain invoice trackers, including costs, budget codes, approvals, delivery timelines, and payment status.
• Support scheduling and calendar coordination for meetings, workshops, events, site visits, and team activities.
• Coordinate logistics for NIC activities, including NORC Talks, Accelerator sessions, team meetings, retreats, partner workshops, community events, and report/paper launches.
• Support NIC social media accounts by maintaining a content calendar, coordinating approvals, organizing assets, and posting approved content.
• Maintain shared files, folder structures, templates, naming conventions, and version control.
• Collect and organize program information, meeting inputs, attendance lists, stakeholder lists, and feedback forms.
• Act as a first point of contact for general inquiries related to office operations, meetings, events, procurement, program materials, social media, and administrative needs.
• Handle confidential and sensitive information with sound judgment, discretion, and professionalism.
• Work collaboratively with the project manager, program leads, communications colleagues, leadership, and administrative partners.
• Work in compliance with the Occupational Health and Safety Act and report hazards, deficiencies, or contraventions in a timely manner.

Qualifications

QUALIFICATIONS

• Completion of a recognized business post-secondary or secretarial arts program at the diploma level preferred
• Two (2) years related secretarial/ administrative support experience preferred
• Previous experience with project / event coordination would be an asset
• Solid experience in a Microsoft Office environment
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills
• Excellent teamwork, problem-solving and conflict resolution skills
• 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 preferred

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.

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.