Administrative Assistant - Odette Cancer Centre - Regular full-time - 2026-19041

Summary of Duties:

Reporting to the Director of Operations in collaboration with the Head, Surgical Oncology, Odette Cancer Program at Sunnybrook Health Sciences Centre and the Regional Surgical Oncology Lead, Toronto Central North Regional Cancer Program, it is expected that you work as a member of the team, interacting closely with your co-workers on a daily basis.

The successful candidate will be responsible for:

• Residency program administration and coordination: Providing comprehensive administrative and program coordination support for the University of Toronto Medical Oncology Residency Training Program, working closely with the Program Director to support the day-to-day operations, educational priorities, and ongoing development of the program. In addition, providing administrative support to the Head of Surgical Oncology at Sunnybrook Health Sciences Centre.
• Resident support and program communications: Serving as a primary point of contact and welcoming, accessible resource for current and prospective residents, faculty, and external stakeholders. Responding to inquiries, facilitating communication, assisting residents with administrative and educational needs, and fostering a positive, supportive, and collegial learning environment.
• Educational programming and scheduling: Coordinating postgraduate medical education activities, including resident rotation schedules (core and elective), academic teaching sessions, examinations, interviews, orientations, vacation, short term leave, and other educational requirements. Liaising with residents, faculty, clinical services, and PGME to ensure effective scheduling and smooth delivery of educational programming.
• Accreditation and postgraduate medical education requirements: Supporting residency program accreditation, pre-survey questionnaires, reviewer logistics, documentation, reporting, and quality improvement activities, including the collection and organization of program records and supporting materials. Working closely with the University of Toronto, the Royal College of Physicians and Surgeons of Canada, and other relevant postgraduate medical education bodies to support compliance with educational standards and program requirements.
• Resident assessments and program committees: Coordinating the administrative aspects of resident evaluations, competency-based medical education processes, and program reviews. Supporting the Residency Program Committee, Competence Committee, and other academic committees through meeting coordination, preparation of agendas and minutes, maintenance of records, and tracking of action items. Track summative reports and CBME documentation, and provide administrative coordination for remediation processes under the Program Director’s direction.
• Resident engagement, meetings, and events: Planning, organizing, and attending resident educational and social events, program meetings, recruitment activities, retreats, and other program initiatives. Coordinating logistics, including venue bookings, catering, audiovisual requirements, invitations, and event communications, while helping foster an engaged and connected residency community. Support the annual chief resident selection process, as applicable.
• Administrative and executive support: Managing complex calendars, scheduling meetings, preparing correspondence, presentations, reports, and briefing materials, and coordinating activities in support of the Program Director and the Head of Surgical Oncology. Providing administrative support for departmental, clinical, academic, research, and strategic initiatives as required.
• Records management, reporting, and communication: Maintaining accurate, organized, and confidential records, databases, and program information. Preparing and updating educational resources, program handbooks, websites, newsletters, reports, and other communication materials, while coordinating data collection, surveys, and reporting requirements, including relevant Ontario Health-Cancer Care Ontario activities. Maintain familiarity with relevant resident policies and applicable PARO–CAHO collective agreement provisions, including leave and call-related administration.
• Stakeholder coordination and relationship management: Establishing and maintaining effective working relationships with residents, faculty, physicians, hospital leadership, university administrators, clinical teams, and external educational partners. Facilitating collaboration across the University of Toronto and affiliated teaching hospitals, while supporting departmental initiatives and operational requirements.
• Financial, operational, and project support: Providing administrative support for budgets, expenses, invoices, purchases, contracts, travel arrangements, office operations, and special projects. Supporting relevant Surgical Oncology operational activities, including operating room scheduling requirements, and identifying opportunities to improve administrative processes, efficiency, and program coordination. Process eligible resident reimbursements and call stipend claims.

Qualifications and Skills

• Completion of a relevant post-secondary program in Office Administration, Executive Assistance, Business Administration, Health Administration, or a related discipline, or an equivalent combination of education and experience. A bachelor's degree is preferred.
• Demonstrated experience in administrative coordination, program administration, or executive support within a complex, fast-paced environment, preferably in an academic healthcare, university, teaching hospital, or postgraduate medical education setting.
• Experience supporting educational or training programs, including coordinating learner schedules, academic activities, meetings, assessments, recruitment, and events. Experience with postgraduate medical education, residency training programs, accreditation processes, or competency-based medical education is strongly preferred.
• Strong interpersonal and relationship-building skills, with a welcoming, approachable, and service-oriented manner. Demonstrated ability to interact professionally and positively with residents, physicians, faculty, senior leadership, and external stakeholders, and to contribute to a collegial and supportive educational environment.
• Excellent organizational, planning, and time-management skills, with demonstrated ability to manage complex schedules, coordinate multiple activities and events, anticipate program needs, and prioritize competing deadlines with strong attention to detail.
• Excellent verbal and written communication skills, including the ability to respond effectively to diverse inquiries, prepare professional correspondence and reports, develop educational and administrative materials, and accurately document meetings and committee activities.
• Demonstrated initiative, independent judgment, resourcefulness, and problem-solving abilities, with the capacity to work autonomously, anticipate challenges, and proactively support the smooth day-to-day operation of a busy academic program while collaborating effectively with a multidisciplinary team.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with experience maintaining electronic records, databases, scheduling systems, and document management platforms. Familiarity with postgraduate medical education systems, including POWER and Elentra, is considered an asset.
• Demonstrated discretion, diplomacy, professionalism, and sound judgment in managing sensitive and confidential information, including learner records, performance assessments, personnel information, and departmental matters.
• Flexibility, adaptability, and enthusiasm for working in a dynamic, collaborative, and people-oriented environment. Willingness to attend and provide on-site support for educational activities, resident events, meetings, and occasional early morning or evening commitments as required.

Additional Information

This is a full-time position that combines two part-time positions, one of which is permanently funded and the other supported through time-limited funding currently anticipated to continue for approximately five to ten (5 - 10) years. The position is expected to remain full-time while the time-limited funding is in place. Following the conclusion of this funding, the time-limited component of the position will end, and the position will transition to part-time hours based on the permanently funded component.

Candidates are encouraged to consider this anticipated change in hours when applying for the position."