Administrative Assistant II, Medical

Union: Non-Union
Number of Vacancies: 1
New or Replacement role: New
Site: Toronto Rehab
Department: Complex Continuing Care & Rehabilitation
Work Model: On-Site
Reports to: Clinical Manager
Salary: $25.56 - $31.05 per hour
Hours: 37.5 hours per week
Shifts: Weekdays; Monday - Friday
Status: Permanent, Full Time
Closing Date: October 2, 2026
Position Summary
The Medical Administrative Assistant II will support three physicians within the department of Physical Medicine & Rehabilitation. This role involves managing a broad range of administrative responsibilities in a dynamic academic and clinical environment. The ideal candidate will be resourceful, detail-oriented, and able to manage multiple priorities while providing strong support to physicians and learners.
Duties
Administrative & Clerical Support
Answer office phone, including triaging urgent patient calls
Schedule time sensitive clinic patients within the Epic system
Calendar & Meeting Coordination
Manage physician calendars including scheduling meetings and appointments
Prepare meeting agendas and take accurate meeting minutes
Clinical & Academic Support
Support academic requirements including physician CV updates, activity reports, and organizing learners/students
Coordinate elective student placements and support onboarding and evaluations for residents and fellows
Finance & Operations
Support billing processes and monthly reconciliation
Submit and track expense reimbursement forms and credit card reconciliations
Support research-related financial activities including onboarding, offboarding, and research grant account setup
Submit internal UHN digital requests, hardware and telephone request forms with appropriate FC and signing authority knowledge
Facility & Resource Coordination
Order and maintain office supply inventory
Assist with conference registration and related logistics
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
Experience working with online survey and research database tools such as REDCap is an asset
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
Able to operate effectively in an interdisciplinary team

Employment type
Full-time

Work arrangement
No