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.

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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.

Duties

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

• Administrative support for one or more other physician Faculty members, including: schedule management (including organizing meetings but not usually attending them); organizing and keeping academic CV and other files up to date; managing/tracking assigned email, faxes and other communications requiring follow-up; and file organization.
• 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 confidential information with discretion and professionalism, including occasional confidential matters
• Excellent attendance history – this position is an on-site position. Detail oriented, dependable, mature and flexible, with initiative and capacity to handle a variety of complex tasks simultaneously with demonstrated ability to function well independently and in a professional manner
• Excellent customer service skills with a problem-solving approach
• Excellent verbal, written and interpersonal communication skills

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.

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.