Administrative Assistant II, Medical

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 role: New
Site: Toronto Rehab
Department: Complex Continuing Care & Rehabilitation
Work Model: On-Site
Reports to: Clinical Manager
Salary: $25.56 - $31.05 per hour
Hours: 37.5  hours per week
Shifts: Weekdays; Monday - Friday
Status: Permanent, Full Time
Closing Date: October 2, 2026

Position Summary

The Medical Administrative Assistant II will support three physicians within the department of Physical Medicine & Rehabilitation. This role involves managing a broad range of administrative responsibilities in a dynamic academic and clinical environment. The ideal candidate will be resourceful, detail-oriented, and able to manage multiple priorities while providing strong support to physicians and learners.

Duties

Administrative & Clerical Support

• Answer office phone, including triaging urgent patient calls
• Schedule time sensitive clinic patients within the Epic system

Calendar & Meeting Coordination

• Manage physician calendars including scheduling meetings and appointments
• Prepare meeting agendas and take accurate meeting minutes

Clinical & Academic Support

• Support academic requirements including physician CV updates, activity reports, and organizing learners/students
• Coordinate elective student placements and support onboarding and evaluations for residents and fellows

Finance & Operations

• Support billing processes and monthly reconciliation
• Submit and track expense reimbursement forms and credit card reconciliations
• Support research-related financial activities including onboarding, offboarding, and research grant account setup
• Submit internal UHN digital requests, hardware and telephone request forms with appropriate FC and signing authority knowledge
   

Facility & Resource Coordination

• Order and maintain office supply inventory
• Assist with conference registration and related logistics

Qualifications

• Completion of Secondary School or recognized equivalent
• Completion of a recognized post-secondary office/medical administration program at the certificate level or equivalent
• Two (2) years related administrative support experience
• Experience working with EPIC EMR for managing referrals, appointment scheduling, and standard clinical operations is required
• Experience working with online survey and research database tools such as REDCap is an asset
• Previous on-the-job computer/word-processing in a Microsoft Office environment is preferred
• Experience working in a health care environment is an asset
• Fluency in a second language is considered an asset (e.g., French)
• Knowledge of medical terminology is an asset 
• Excellent organizational and time management skills
• Excellent interpersonal, verbal and written communication skills
• Able to operate effectively in an interdisciplinary team

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.