Job Description

About SickKids

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice. When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World. Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

Position Description

Did you hear? We are hiring!
We wanted to let you know we are building a brighter future and we would like YOU to be part of it!

SickKids is honoured to be named one of Canada’s Top 100 Employers (2022), Family -Friendly Employers (2022) and Greater Toronto’s Top Employers (2022). We are a world leader in children’s healthcare whose staff are dedicated to improving the health and well-being of children. We hire amazing and talented individuals from diverse backgrounds who, in an inclusive and accepting environment, inspire and contribute to making our vision reality.
Our vision is simple. Heathier Children. A Better World. That’s it. That’s a bit about us.

Let’s discuss why this is a great job:
As our Administrative Assistant, you will be an integral part of the Genetics & Genome Biology Program (GGB) team providing confidential support to a variety of teams. Your ability to build trusting and successful relationships will be essential. You are reliable and have self-discipline, and you understand motivations through clear and effective communication. You will ensure all business administrative tasks and activities will be performed effectively and efficiently all within a supportive environment, which fosters collaboration and encourages creative problem-solving approaches to generate new and innovative solutions that work.
Here’s What You’ll Get To Do: Supporting your team

• Provide general administrative support to Scientist(s) in their respective research and academic portfolio; support trainees and staff
• Maintain calendar for Scientist(s) including commitments to travel, deadlines, student committees, etc.
• Schedule meetings, reserve rooms, arrange catering, and video conferencing for Scientist(s) and/or team members
• Arrange flight, hotel, transportation and meeting itineraries for Scientist(s), staff and/or external clients
• Procure lab and office supplies as required
• Liase with Research Contracts Management Office [RCMO] and other SickKids Departments on matters as necessary

Grants

• Update Principal Investigators’ CVs and Tri Council CVs (i.e. CCV, SSHRC CV)
• Assist with studentship, fellowship and grant application preparation and submission as deemed necessary by the Scientist(s)

Finance

• Monitors project accounts and provide financial summaries as needed
• Perform financial duties such as corporate credit card reconciliation, preparing purchase orders, expense reports, collecting appropriate documentation and authorization in keeping with SickKids policies and procedures
• Monitor and review financial reports; summarize and follow up on discrepancies
• Act as a liaison between the scientist and the grant accountant for all financial matters

Human Resources

• Compile and submit all HR paperwork, includes but not limited to job postings, onboarding both staff and trainees, and change forms
• Perform Timekeeping duties

Supporting your Program

• Assist with program duties as determined by the Program Manager
• Participate in floor related tasks
• Provide administrative back-up support as needed

Here’s What You’ll Need:

• Minimum of 1-2 years administrative experience within an academic and/or health care environment
• Completion of a post-secondary degree or diploma program or relevant work experience
• Above average proficiency with computers and software applications such as, Microsoft Office and Adobe Acrobat Adobe Professional Creative Suite, Photoshop, Endnote; Experience with website Content Management System (CMS) such as WordPress would be an asset.
• Understanding of basic financial accounting
• Familiarity with grant cycle process
• Human resource or equivalent work experience
• Excellent interpersonal, communication and presentation skills
• Excellent organizational and problem-solving skills
• Ability to problem solve and deal effectively with multiple priorities while maintaining a high degree of quality and accuracy
• Demonstrate ability to handle multiple tasks and prioritize work in an efficient and organized manner
• Well-developed time management skills working in a fast-paced, results-oriented, dynamic environment; and work confidently¿under pressure on tight deadlines
• Strong internal and external relationship management skills, ability to interact and work professionally and effectively with internal and external stakeholders
• Possess a high level of judgment, professionalism, tact, and diplomacy¿in interacting with a wide variety of internal and external stakeholders
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment
• Excellent attention to detail and proven ability to meet deadlines
• Creative, self-motivated, and ability to demonstrate a high level of initiative

Our Commitment to Diversity

The children and families we care for are from a variety of communities, and so are our employees. We welcome and encourage everyone to join our organization and be part of our team. When requested, SickKids will provide access and inclusion supports to eligible candidates to support their full engagement during the interview and assessment process. Information received related to access or inclusion will be addressed confidentially. Thank you for your interest in joining SickKids. Only those applicants selected for an interview will be contacted. In accordance with our Hospital policy, employment at SickKids is conditional upon the Hospital’s receipt of all necessary documentation. FOR EXTERNAL APPLICANTS ONLY: As a health care institution, our highest priority is the safety of patients, families and staff. As a result, we are adopting all prevention measures to ensure the safety of our patients, families and our staff. Therefore, any offer of employment is conditional upon you submitting proof that you have been fully vaccinated with a Health Canada or World Health Organization (WHO) approved COVID-19 vaccination as soon as possible and no later than fourteen (14) calendar days prior to the effective start date, in addition to satisfying any other condition(s) that may be set out in an offer. If a candidate fails to satisfy this condition (or any other condition(s) set out in an offer), any offer of employment shall be immediately rescinded. How to Apply Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application. If you are still experiencing technical difficulties please email ask.hr@sickkids.ca to send us a short description of the issues you are experiencing. Please note that we will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.