Administrative Assistant II - Medical, Arthritis Program Low Back

Union: Non-Union
Number of vacancies: 1
New or Replacement Position: New
Site: Toronto Western Hospital
Department: Schroder Arthritis Institute, Low Back Program
Reports to: Clinical Manager
Salary Range: $25.56 to $31.95 per hour.
Hours: 37.5 hours per week
Shifts: Monday - Friday, 8.00am - 4.00pm
Status: Temporary Full-Time
Closing Date: August 7, 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 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.
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 inquires, 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
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

Employment type
Contract

Work arrangement
No