Administrative Assistant II

Responsibilities

• AIM Support
• Provide administrative support to the AIM Team Co-Leads and Faculty
• Assist with the creation of an annual schedule for the AIM program and keep this group of physicians up to date with regular email communication (for example, monthly reminders for operational announcements and schedule tracking)
• Assist in recruitment, interviews and onboarding paperwork and credentialing for all physicians in the AIM program, both at the hospital and university level
• Assisting with collection of annual 360 reviews for AIM physicians and all other documents that require central collection by the program
• Prepare and distribute reports and internal communications as needed
• Assist in the development and implementation of new policies and procedures for the AIM Program and keep communications and paperwork filed and organized
• Perform data entry and data management tasks as needed
• Assist in the editing, formatting, and updating of preparation of lists, documents, presentations and other materials using software, including Microsoft SharePoint, Microsoft Office 365,
• Organize, attend and participate in regular team meetings, and others as needed, including setting up virtual meetings, taking minutes, keeping attendance and following up action items between meetings.
• Perform other administrative duties to support the AIM program as assigned
• As physicians are all cross-appointed to Sinai Health as well as UHN, there may be onboarding and credentialing administrative needs for physicians at both hospitals, including cross-scheduling for the Sinai nocturnist program
• Other Faculty Support
• There may be interaction with patients' Personal Health Information and occasional patient contact incidental to the support role for the physician(s)
• Completion of Grade XII or recognized equivalent
• Completion of a recognized post-secondary medical office administration program at the diploma level or equivalent
• Three (3) years of related medical administrative support experience
• Working knowledge of telephone system, photocopier, fax machine, printer and various other office equipment; working knowledge of PC back-up procedures
• Excellent time management and organizational skills; ability to work under pressure, effectively prioritize workload and manage competing priorities
• Proficiency in Microsoft Office 365, including Excel, PowerPoint and Word, as well as other technology tools, including Microsoft Teams and Zoom
• Ability to work independently and collaboratively as part of a team
• Knowledge of medical terminology and hospital operations a plus, in particular an understanding of physician credentialing at the hospital and university level
• Able to handle sensitive and confidentia

Benefits

Additional Information

Union: Non-Union Number of Vacancies: 1 New or Replacement Position: Replacement Site: Toronto General Hospital/Toronto Western Hospital Department: General Internal Medicine Acute Inpatient Medicine Service Reports to: Physician Salary: $25.56 - $31.95 per hour Hours: 37.5 hours per week Shifts: Weekdays; Monday - Friday Status: Permanent Full-Time Closing Date: June 23, 2026 Job Summary The UHN General Internal Medicine Acute Inpatient Medicine Service (GIM-AIM) is seeking an Administrative Assistant (Program Assistant) to provide administrative support for this team of physicians. The AIM program is a group of attending General Internists and Family Medicine hospitalists who are responsible for the care of inpatients at TGH and TWH, and, as physicians are often cross-appointed at both UHN and Sinai Health, nocturnal coverage at Sinai Health. This role is essential to the operational success of the AIM Program and the newly integrated Mount Sinai Hospital (MSH) Nocturnist Program. The ideal candidate will have exceptional organizational and communication skills and will be able to prioritize and manage multiple tasks and projects concurrently. The successful candidate will be responsible for managing the day-to-day administrative duties of the AIM program, including coordinating schedules, credentialing new physicians, preparing reports and providing support to the Physician Team Leads, the Site Leads and the GIM Division Head for all aspects of this Program. Approximately 0.75 FTE of the work is anticipated to supporting the AIM and MSH programs, while the remaining 0.25 FTE will be acting as administrative support for one or more physician Faculty members who require scheduling and other organizational/administrative support. This position will largely be split between on-site at TGH (1-2 days/week) and TWH (2-3 days/week). In rare instances, there will be occasional mandatory in-person events or activities.

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