Administrative Assistant II, Medical

Responsibilities

• 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
• 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 an asset
• Experience working with online survey and research database tools 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
• 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
• 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.

Benefits

Additional Information

Union: CUPE Clerical bargaining unit Number of Vacancies: 1 New or Replacement Position: Replacement Site: Toronto Rehab, University Centre Department: Rehab Pain Service Reports to: Clinical Manager Salary Range: $25.56 - $31.95 per hour Hours: 37.5 hours per week Status: Permanent Full-time Shifts: Weekdays; Monday-Friday Closing date: July 14, 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.

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