Job Title

Job Description This is a temporary full-time contract for up to eighteen (18) months The Administrative Assistant to the offices of the Medical Director of Quality and Safety and Hospital Medicine Division Head and Hospitalist Leaders will provide comprehensive administrative support to ensure the smooth functioning of the leadership across the health system. The Administrative Assistant will play a vital role in coordinating and managing various administrative tasks, facilitating effective communication, and ensuring the efficient operation of the leadership group. This position requires strong organizational skills, attention to detail, and the ability to problem-solve while working in a fast-paced healthcare environment. In this role you will: Administrative Support: Manage appointments, scheduling, meetings, and travel arrangements of the Division Head and members of the Hospital Medicine Executive Committee in activities associated with the Division Prepare and maintain documents, reports, meeting minutes, and presentations relevant to the Division, ensuring accuracy and confidentiality Coordinate and prepare agendas, minutes, and follow-up action items for meetings and committees Assist in budget preparation, financial tracking, dissemination of academic funds, awards and stipends, ensuring adherence to allocated resources Deposit funds into Divisional bank accounts (such as HOCC and academic funds), collaborate with Finance Department to ensure Divisional funds are monitored On-board new physicians, including hospital and university credentialing Ensure ongoing network, EMR access for divisional members Create, maintain and distribute Divisional schedules (i.e., Rotational hospitalist and monthly on-call schedules) and track clinical on-call and workload distribution among divisional members Provide administrative supports to members and leaders of the Division of Hospital Medicine Assist in invoice preparation and submission for activities related to the Medical Director of Quality and Safety Communication and Coordination: Serve as a liaison between the Division Head and various internal and external stakeholders, including hospital staff, physicians, patient/family partners, and external organizations such as Department of Family and Community Medicine, TAHSN (Toronto Academic Health Science Network), University of Toronto Handle incoming and outgoing communications, including phone calls, emails, and written correspondence, in a professional and timely manner Coordinate and schedule meetings, conferences and events, ensuring proper logistics and arrangements are in place Collaborate with other administrative staff such as those in the Medical Education Office, to ensure effective integration and coordination across departments to meet the Divisions academic mission Project Management: Support the Division in various projects, research initiatives, and quality improvement efforts Assist in the preparation and submission of grant and REB applications, regulatory documents, and other related materials Track project timelines, milestones, and deliverables, ensuring adherence to deadlines Support Quality and Safety projects at SH led by the Medical Director: Support and assist in organizing annual Quality events such as the Quality Funding Competition and Quality and Safety Symposium Conduct research, collect data, and prepare reports to support decision-making and strategic planning Support SH QIP aims through supporting QIP projects and safety reviews Policy and Procedure Compliance: Maintain knowledge of hospital policies, procedures, and guidelines relevant to the Division Assist in the development and implementation of administrative policies and protocols Ensure compliance with applicable laws, regulations, and accreditation standards Confidentiality and Privacy: Handle sensitive and confidential information with discretion and maintain a high level of confidentiality at all times Adhere to privacy regulations and maintain strict confidentiality of patient information and other confidential information Perform other duties consistent with the job classification as required Job Requirements Mandatory Undergraduate University degree or equivalent Proven experience as an administrative assistant or in a similar role Preferred Additional education or certification in healthcare administration Proven administrative assistant experience in a healthcare, university or hospital setting Skills and Knowledge Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines Excellent and professional communication skills, both written and verbal Proficiency in using office productivity software (e.g., Microsoft Office suite, email, calendar management, scheduling apps and cloud drives) Strong attention to detail and accuracy in data entry, documentation, and record-keeping Ability to work independently with minimal supervision and as part of a team Demonstrated ability to maintain confidentiality and handle sensitive information with discretion Flexibility to adapt to changing priorities and handle multiple tasks simultaneously If this sounds like you and you feel ready to build your career within health care, apply now and let us know why youd be a great addition to our team. Open Date 1/20/2026 Posting Deadline 2/6/2026 All applications must be submitted by no later than 4:00pm of the posting deadline date. Sinai Health does not utilize artificial intelligence (AI) as part of its recruitment and selection practices. All candidates are reviewed by members of our recruitment team. Any automated or AI-enabled features applied to this posting by third-party job boards are managed independently and are not controlled by Sinai Health. Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess. Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, LunenfeldTanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and womens and infants health. The LunenfeldTanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto. As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA+ communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email . #J-18808-Ljbffr