Administrative Coordinator

University Health Network • Toronto, ON

7h • CA$58,578 - CA$73,230 • Hybrid

About The Position

Under the guidance of the Senior Manager, Research Grants and the Senior Director, Research Legal, the Administrative Coordinator supports the Research Grants and Legal Departments by coordinating meetings, taking minutes, extracting data to support performance metrics across both departments, preparing presentations, and managing quality assurance initiatives. This is a hybrid administrative, data, and operations coordination role. The position combines senior-level administrative support with responsibility for data quality and reports, process improvement, and research operations coordination across departments. The Coordinator will manage all aspects of contract execution including distribution and record retention in accordance with UHN policies. The successful candidate will also support calendar management as part of broader coordination responsibilities across a portfolio (not dedicated 1:1 support). This role operates at a senior coordinator level, requiring independent judgment, prioritization, and ownership of processes. This role provides a high-impact opportunity to contribute to research operations, compliance, and decision support in a dynamic academic health environment.

Requirements

• Bachelor’s degree; master’s degree preferred
• Minimum 5 years experience required
• Proficiency with Microsoft Office Suite mandatory including familiarity with One Note
• Strong attention to detail with the ability to read, analyze, and communicate data metrics
• Team-oriented, flexible, and proactive with strong initiative
• Strong communication, comprehension, and organizational skills
• Experience within a research, healthcare, academic, or similarly regulated environment is an asset; transferable experience in complex operational settings will also be considered
• Experience in fast-paced and dynamic work environments

Responsibilities

• Acts as a key coordination point across administrative support, metrics, contract processes, and operational workflows
• Supports maintenance of research portfolio databases and preparation of reports, synthesizing information from multiple sources, including database management and reporting (Quality assurance, Extracting metrics reports from databases and platforms
• Undertakes contract finalization by all parties following standard procedures, and circulation to internal and external parties
• Coordinates meeting schedules, materials, and follow-up tasks, support calendar management with a high degree of diplomacy and confidentiality for leadership team
• Provides proactive and ad hoc support, anticipating needs and adapting to evolving administrative and operational priorities with flexibility
• Applies expert knowledge to provide comprehensive administrative support; uses independent judgment and initiative in collaboration with leadership to address and resolve challenges
• Identifies and collaboratively supports the development of research portfolio procedures, data coordination and management, and work processes; monitors efficiency, updates manuals, and independently makes day-to-day administrative decisions
• May support the planning and execution of high-profile events (on- and off-site), including marketing, registration, catering, technical setup, and travel arrangements; manages complex calendars with diplomacy, balancing priorities for senior leaders

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