Administrative Coordinator

Company Description

UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto.

UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.

www.uhn.ca

Job Description

Union: Non Union
Number of vacancies: 1
Replacement or New: Replacement
Site: Hydro Place - 700 University Avenue
Department: Research Strategy and Development
Reports to: Senior Manager, Research Grants
Hours: 37.5 hr/week
Shifts: Days
Wages: $58,578 - $73,230 per annum
Status: Permanent Full Time
Closing Date: July 7, 2026

Position Summary

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.

Duties

• 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

Qualifications

• 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

Additional Information

Why join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
• 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.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates.  Please ensure you check your email regularly. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.