Administrative Assistant, Arthritis Program

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-UnionNumber of vacancies: 1New or Replacement Position: ReplacementSite: Toronto Western HospitalDepartment: Schroder Arthritis Institute, Low Back ProgramReports to: Clinical ManagerSalary Range: $25.56 to $31.95 per hour.Hours: 37.5 hours per weekShifts: Monday - Friday, 8.00am - 4.00pmStatus: Permanent Full-TimeClosing Date: March 13, 2026

Position Summary

The Schroeder Arthritis Institute is the largest multidisciplinary arthritis hub in Canada, integrating medical, surgical and basic science aspects of Hand, Orthopedics, Osteoporosis and Rheumatology with a goal of making a global impact in discovery, learning and patient care. The Orthopedic Program within the Schroeder Arthritis Institute is embarking on advancing integrated Arthritis care for the future to improve patient and essential care partner experience and outcomes throughout their care journey.

The primary focus of this Administrative Assistant, Arthritis Program role will be to provide administrative support to the Arthritis Program, Low Back Rapid Assessment Clinic and digital support to clinical and non-clinical users of the CMS. This will involve working collaboratively with the team to support the delivery of patient care, the development and delivery of educational materials, webinars, online and onsite training, and be a primary point of contact for the provincial users of the CMS, regional hubs, and other key stakeholders.

Responsibilities Will Include

• Support the delivery of patient care for LBRACs
• Provide user support for the digital platform for clinical and non-clinical users
• Support the development and delivery of education resources
• Support the development and delivery of provincial webinars
• Support current and future initiatives that enhance the digital platform experience and improve clinical knowledge of the providers
• Work collaboratively and, communicate regularly and effectively with all members of the team

Duties

• Support new and existing user queries and customer support (>5000 PCPs, 150 spine rehab providers and non-clinical support staff)
• Triage, manage, resolve and investigate emails that are delivered to the program inbox
• Address CMS customer access and performance issues
• Provide insight into user support requests and participate in weekly meetings with the vendor
• Register new users into CMS system in compliance with privacy and security standards
• Co-ordinate new user training sessions (group and individual)
• Provide one on one user support through video or phone conferencing
• Maintain updated user demographics in the CMS
• Manage FAQs and material for CMS daily operations
• Manage PCP inquiries, online training, onboarding to CMS and referral privileges
• Co-ordinate provincial webinars with key stakeholders at both an administrative level (regional hub directors and managers) and a clinical level (APPs and PLs)
• Support the creation of resources and education material to support the delivery of clinical care for LBRACs: ie. videos for CMS, patient and provider videos for virtual care, virtual care toolkit, PL recorded clinical cases, PL and APP radiology course
• Manage shared drive with all relevant documentation for the Operations Team
• Maintain updated contact lists for administrators, PLs, APPs and CIO users
• Manage phone inquiries
• Collect wait-time data for specialist intervention (interventional anesthesiology, spine surgery)
• Run reports for quality management and quarterly reporting
• Co-ordinate calendar and scheduling of team meetings
• Participate collaboratively and regularly with the team
• Provide support to the LBRAC Clinical and Administrative Program Lead

Qualifications

• Minimum one (1) year practical and related experience
• Ability to effectively operate computer software and very comfortable with digital technology
• Strong analytical and problem solving skills with the ability to systematically analyze situations/issues, identify options, draw logical conclusions and determine/recommend practical courses of action
• Demonstrates ability to work with both internal and external stakeholders
• Experience with data management and supporting/utilizing data management systems
• Be able to maintain attention to detail
• Strong interpersonal, verbal and written communication skills
• Strong organizational and time management skills
• Self-motivated and results driven team player who can work independently
• Able to work with minimal supervision on simple and complex tasks
• Able to work with multidisciplinary teams in a positive and productive manner
• Able to effectively deal with high priority unscheduled tasks and problems
• Demonstrates understanding of the healthcare environment and UHN

Additional Information

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.

Key skills/competency

• Administrative Support
• Patient Care Coordination
• Digital Platform User Support
• User Training and Onboarding
• Data Management
• Problem-Solving
• Communication Skills
• Organizational Skills
• Stakeholder Engagement
• Healthcare Environment Knowledge