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Administrative Assistant – Medical Education – Full-time(202076)

Sunnybrook Health Sciences Centre

This is a Contract position in Toronto, ON posted August 20, 2020.

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Administrative Assistant – Medical Education – Full-time (202076) Toronto, ON, CA Posted: 8/20/2020 9:46:50 AM

We currently have a Regular Full-time opportunity for an Administrative Assistant in the Medical Education department at our Bayview campus. 


Medical Education, part of the Education Department at Sunnybrook is currently seeking a highly organized, detailed and results-orientated individual to help support an excellent student experience for all learners.

As the Administrative Assistant, Postgraduate Medical Education you will provides administrative support to Resident Physicians and Clinical Fellows during their clinical rotation at Sunnybrook Health Sciences Centre, particularly at time of initial registration and departure. The individual will work closely with Education Assistants and deal directly with trainees on a daily basis. Under the direction of the Manager, Postgraduate Medical Education and Education Observers, the Administrative Assistant will support the office with day-to-day operations and other duties as assigned.

Position Responsibilities :

  • Coordinates the credentialing and on-boarding (orientation and registration) of new and returning Postgraduate Trainees (including but not limited to CPSO verification, arranging for computer access, photo ID, scrub, pagers, lockers, etc.)
  • Assists with appropriate closure of trainee clinical experience including potentially returning badges, lockers, refunding deposits, etc.
  • Ensures timely and accurate communication with trainees is maintained to compile with the service expectation.
  • Maintains collaborative relationships with internal/external stakeholders, when required, to ensure deliverables and expectations are effectively communicated, managed and issues are resolved.
  • Provides administrative support to the SEAC (Sunnybrook Education Advisory Council) Student Experience Committee and the Sunnybrook Resident Liaison Committee with booking meetings, minute taking and circulating meeting materials. Also assist these committees with; planning the annual student social events and preparing the annual student experience survey report.
  • Provides support for maintaining the on-line registration system. This includes; training end users, troubleshooting end user issues, maintaining and updating modules and requirements.
  • Manages the travel/parking reimbursements for residents ensuring all required receipts are submitted and meet the PARO collective agreement.
  • Reconciles and coordinates the daily financial statements of the office POS (point of sale) and purchases of supplies.
  • Operates over 50 trainee call rooms. Participates in quarterly inspections, ensures room meets PARO collective agreement and no rooms have discrepancies.
  • Provides backup support to colleagues to ensure no service gaps
  • Participates and supports in other tasks and projects related to enhancing the experience of all learners.


  • Post-Secondary or Community College required
  • 3-5 years of related experiences required; experience working in a hospital or student environment as asset
  • Strong customer service orientation with proven ability to interact with all levels of staff and different student types
  • Excellent computer skills including proficient with Microsoft Office (Excel, Access, Word Processing, Power point, etc.)
  • Experiences working with databases
  • Excellent time management, organizational skills, accuracy and attention to detail.
  • Demonstrated ability to work both independently and as a part of a team in a demanding environment
  • Ability to deal with fluctuating workloads and balance competing priorities
  • Excellent judgment, critical thinking and problem solving skills
  • Excellent interpersonal and communication skills (oral and written)
  • Demonstrates initiative, creativity and flexibility

Qualified candidates are invited to submit their cover letter and resume (in one document) quoting 202076 to:

Human Resources
Sunnybrook Health Sciences Centre

To apply, please click ”Apply for Position” at the bottom of this page.

Sunnybrook Health Sciences Centre is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Health Sciences Centre is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.

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