Position: Program Administrative Assistant  

Job ID:  6092

Status: Temporary Full Time (through to end of December 2026)

Department: Education Office

Site:  Flex First – 89 Queensway       

Role Level:  Admin Clerical (AC06)

Hours of Work:  37.5 hours per week; Monday to Friday (Days)                       

Posted:  January 23, 2026

Internal Deadline: January 30, 2026

About Trillium Health Partners: 

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals. Our team of more than 17,000 people serves the growing and diverse populations of Mississauga, west Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and nine satellite locations. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030, we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities. 

Job Purpose & Summary:

The Education Office is seeking a motivated Administrative Assistant to support administrative and operational duties within our program. This position reports directly to the Director, Education and works in close collaboration with the Academy Director, Mississauga Academy of Medicine and the Education Office Leadership Team. The Administrative Assistant will support the education office leadership team through calendar management, meeting management and day-to-day activities associated with running the education office. This role acts as the primary point of contact for education at Trillium Health Partners.

Job Duties & Responsibilities:

Works across all locations of Trillium Health Partners to support and fulfill a range of key responsibilities including: 

• Provides administrative support (calendar management, setup and booking of audiovisual equipment, meeting scheduling etc.) for Director, Education and the Mississauga Academy of Medicine Academy Director.
• Supports Education Office team meetings through calendar management, agenda circulation and minute taking etc.
• Responsible for the day-to-day management and administrative tasks to support the education office across all sites of Trillium Health Partners;
• Orders supplies and materials and reconciles their use;
• Manages payroll and secures approvals prior to the end of each pay period;
• Manages departmental invoices and secures approvals from the leadership team;
• Manages education office files and documents, including online shared folders;
• Tracks and supports Education Office staff annual training
• Coordinates Education Office staff onsite scheduling in alignment with Flex First (remote working policies)
• Responsible for device management within the education office (phones, mobile devices, computers and laptops) as well as the coordination of monthly mobile device attestations;
• Reports on faculty appointments and acts as a liaison to triage physicians and physician offices / administrative support requests on faculty appointment renewals;
• Liaises with Medical Administration on physician status changes within Trillium Health Partners;
• Supports committees as necessary, including agenda development, meeting setup and minute taking;
• Establishes and maintains effective partnerships with the Faculty of Medicine at the University of Toronto, University of Toronto Mississauga and other relevant external stakeholders
• Establishes and maintains effective relationships with hospital leadership, physicians, program leadership, preceptors, clinicians and staff across the organization;
• Assists in the promotion of interprofessional education programs;
• Travel between all three sites of Trillium Health Partners is required;
• Regular full time position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary.

Job Specifications:

Knowledge & Experience

• College certificate or administrative training equivalent required
• Minimum 7 - 10  years experience in a hospital or other health care related field preferred
• Experience with executive and management support considered an asset
• Experience with stakeholder engagement and clinician engagement
• Understanding of medical education and physician roles/responsibilities in academic environment

Skills and Abilities

• Strong verbal and written communication skills
• Excellent  interpersonal and organizational skills
• Exceptional time management skills
• Strong customer service skills
• Proactive thinker
• Strong problem solving, analytical and conflict resolution skills
• Excellent technical skills in Microsoft Office suite, including Word, Excel and PowerPoint
• The ability to function effectively during periods of rapid change and transition
• Ability to build and maintain relationships with management, internal and external stakeholders
• Ability to link operational practices to business strategies

Location:

We offer employees, in roles that are conducive to remote work, the flexibility and the right mix of remote and in-office work (approximately 80/20). Acknowledging that the primary works space will be remote work from home, there will be times when onsite presence is appropriate just as there will be times when onsite presence may not be possible. 

The expectation is that remote work locations, as part of the Flex First program, will be in the employee’s place of residence, and adhere to all THP policies and procedures, with special consideration towards privacy. Since employees should be available to return to the workplace with 24 hours’ notice, remote work outside of the province or country is not acceptable.

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Candidates are selected on the basis of their skill, ability, experience and qualifications.  Where these factors are relatively equal seniority shall govern providing the successful applicant.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.

We thank all those who apply but only those selected for further consideration will be contacted.

Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review.