Administrative Assistant II, Medical

Union: Non-Union Number of vacancies : 1 New or Replacement Position : New Site: Toronto General Hospital Department: Endocrinology Reports to : Supervisor Salary Range: $ 26.14 to $ 32.67 per hour Hours: 18.75 hours per week Shifts: Various Status : Permanent Part-Time Closing Date: November 2, 2026 Position Summary The Administrative Assistant II exercises judgment and independence in the performance of administrative activities, the principal responsibilities include: utilizing knowledge of medical terminology and advanced functions to provide word processing/typing services to facilitate the production of moderate and/or complex documents/materials for assigned personnel; maintaining written and/or electronic calendar/schedule; administering and monitoring billing procedures and departmental budgeting records; ensuring efficient operation of the office, within the scope of authority; modifying and maintaining electronic and paper information filing/retrieval methods, systems and/or formats; performing clerical support functions, as assigned. The Administrative Assistant II will be responsible for providing administrative, reception, and referral support within the Department of Endocrinology at UHN. Duties • Overall responsibility is to ensure that all work from this office is deftly managed by being focused on effectively and efficiently managing constantly changing priorities related to a busy program, calendar and schedule management and effective communication with all relevant parties • Support the timely and efficient processing of incoming referrals, scheduling/rescheduling of patient appointments, responding to patients' general inquiries, cancelling patient appointments, and completing reminder communications for scheduled patients • Maintain updated academic documentation (physician CVs), including annual licensing/certification renewals • Assist with research-related administrative tasks (such as tracking grant submission deadlines, assisting with submission logistics, etc.) • Submit and track expense reimbursements and corporate credit card reconciliations via institutional financial platforms • Complete administrative tasks that support data reporting requirements and a positive patient experience, meeting quality standards set out by UHN including registering patients, as needed, in UHN’s EPIC EMR (Electronic Medical Record) system • Exercise considerable judgment and have independence in providing administrative support to a busy service and excellent patient care; work proactively using critical thinking, accurate processing of information and self-directed follow through • Follow-up and upload documentation following patient consults with clinicians, nurse coordinators, and allied health, including transfer of notes back to referring clinician • Provide backup/cross-coverage support as a member of an operational administrative team • 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 • 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 • Demonstrated flexibility and adaptability in responding to changing schedules and workflow needs • Abili