Administrative Assistant II

University Health Network • Toronto, ON

9d • CA$26 - CA$32 • Hybrid

About The Position

The NORC Innovation Centre (NIC) is seeking a dedicated, organized, and proactive individual to support the day-to-day administrative, office management, invoice & billing, communications, and coordination needs of the Centre. This role will help ensure that NIC’s internal operations, meetings, events, purchasing processes, shared resources, and office systems are organized, efficient, and well supported. The Administrative Assistant will provide administrative and operational support to the NIC team, including project managers, program leads, leadership, and other team members when/if required. Responsibilities will include coordinating office supplies and shared workspaces, supporting billing and invoice tracking, scheduling meetings, preparing agendas and materials, maintaining files and trackers, supporting event and workshop logistics, and assisting with simple content creation and social media coordination. The successful candidate will exercise sound judgment, independence, and attention to detail while supporting multiple stakeholders in a flexible and dynamic environment. The role requires strong organizational skills, comfort with Microsoft Office applications and shared document systems, and the ability to create structure and process that supports efficient work practices. The role will require hybrid on-site work to support office operations, team activities, meetings, and events.

Requirements

• Completion of a recognized business post-secondary or secretarial arts program at the diploma level preferred
• Two (2) years related secretarial/ administrative support experience preferred
• Solid experience in a Microsoft Office environment
• Excellent organizational and time management skills
• Excellent interpersonal and customer service skills
• Excellent verbal and written communications skills
• Excellent teamwork, problem-solving and conflict resolution skills
• Ability to produce high-quality work in accordance with Hospital standards
• Ability to maintain confidentiality
• Ability to work well under pressure and use good judgment in assessing difficult situations

Nice To Haves

• Previous experience with project / event coordination would be an asset
• Experience working in a health care environment preferred

Responsibilities

• Support the Project Manager in maintaining and tracking of NIC’s Program Management Office (PMO) tools and processes.
• Support daily office operations, including shared spaces, supplies, equipment, printed materials, storage, and team resources.
• Coordinate purchasing for office supplies, program materials, printing, catering, technology, equipment, and events.
• Maintain invoice trackers, including costs, budget codes, approvals, delivery timelines, and payment status.
• Support scheduling and calendar coordination for meetings, workshops, events, site visits, and team activities.
• Coordinate logistics for NIC activities, including NORC Talks, Accelerator sessions, team meetings, retreats, partner workshops, community events, and report/paper launches.
• Support NIC social media accounts by maintaining a content calendar, coordinating approvals, organizing assets, and posting approved content.
• Maintain shared files, folder structures, templates, naming conventions, and version control.
• Collect and organize program information, meeting inputs, attendance lists, stakeholder lists, and feedback forms.
• Act as a first point of contact for general inquiries related to office operations, meetings, events, procurement, program materials, social media, and administrative needs.
• Handle confidential and sensitive information with sound judgment, discretion, and professionalism.
• Work collaboratively with the project manager, program leads, communications colleagues, leadership, and administrative partners.
• Work in compliance with the Occupational Health and Safety Act and report hazards, deficiencies, or contraventions in a timely manner.

Benefits

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP)
• 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.)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree