Administrative Assistant

Toronto, ON, CA, Canada

Job Description

About SickKids


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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


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As an Administrative Assistant, you will provide a high degree of administrative support to 3-4 Academic Clinicians/Scientists in administration, academic, clinical, research, finance, and divisional activities in the Division of Rheumatology, Department of Paediatrics. You will collaborate with partners while building professional relationships across SickKids. Reporting to the Paediatric Senior Business Operations Manager, you will consult with colleagues across the Tri-Divisional Administrative Team (Cardiology, Rheumatology, Gastroenterology, Hepatology and Nutrition). This position is hybrid, with a mix of working from home and in-office days.

Here's What You'll Get to Do



Coordinating multiple schedules, meetings, and calendars that involve high complexity, time management and organization. Organizing teleconferences and video and web conferences while providing IT (Information Technology) and administrative support. Preparing and organizing committee meetings and rounds. Coordinating air travel, accommodations, ground transportation, registrations, and itineraries. Leading and coordinating conferences, symposiums, invited speakers and events. Preparing and coordinating documents, letters, reports and conducting data analysis. Maintaining files and databases, recording and transcribing meeting minutes. Creating posters, presentations, and program materials. Leading and coordinating multiple projects from draft to implementation. Reviewing and distributing mail & faxes, lab results and assisting with clinical activities as required. Retrieve data from various sources and provide clinic/patient-related support. Organize and coordinate clinic schedule cancellations and on-call schedules; update systems and calendars as required. Process patient letters, forms and other patient-related materials. Preparing and updating physicians' CV (Curriculum Vitae), CCV, biosketches. Conducting literature searches and maintaining reference and citation databases (e.g., PubMed, EndNote). Coordinating grant submissions, researching grant agencies' requirements, and providing full grant support to various research-appointed physicians. Assisting the research team with human resources administrative tasks (e.g., timekeeping, payroll, onboarding, orientation of research students and volunteers) Tracking REB Renewals and applications. Coordinating and processing financial entries for multiple hospital and research project IDs in compliance with hospital policies and procedures, ordering lab supplies, and collaborating with grant accountants to ensure all revenues and expenses are reported accurately. Coordinating and processing financial entries for multiple hospital and research accounts in compliance with hospital policies and procedures. Assisting faculty with annual reviews, reappointments, academic promotions, CDCP (Career Development & Compensation Programme) reviews, research reviews, and Ministry of Health (MOH) reporting. Maintaining physician memberships, processing financial invoices, expenses, P-Card statements. Training and mentoring peers, assisting and supporting sectional and divisional activities.

Here's What You'll Need



Completion of post-secondary education or combination of education and administrative experience or related field. Previous administrative experience, preferably within a teaching hospital or university setting Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs. Excellent organizational, problem-solving and communication skills (written and verbal). Strong critical thinking and interpersonal skills. Diligence in organizing, planning, and completing tasks. Strong ability to work independently and with an elevated level of initiative. Attention to detail and ability to manage competing deadlines and priorities in a fast-paced environment with many interruptions. Ability to lead and develop various programs, participate as a collaborative team member, and interact with internal and external partners. Exercises sound judgment, diplomacy and decision-making. Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives

Here's What You'll Love



This position is eligible for employee benefits coverage; including health and dental. The full benefits offered will be discussed at the time of position offer. A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others. A focus on employee wellness with our new

Staff Health and Well-being Strategy

. Self-care helps us support others. A hospital that welcomes and focuses on

Equity, Diversity, and Inclusion

.

The opportunity to

make an impact

. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of

Healthier Children. A Better World.


Employment Type:



35 hours per week Full time permanent Hybrid model of work is supported

Our Commitment to Diversity


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SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.


Accessibility & Accommodation


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If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.


How To Apply


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Technical difficulties? Email ask.hr@sickkids.ca with a short description of the issues you are experiencing. We will not accept resumes sent to this inbox but we are happy to respond to requests for technical assistance.

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.

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Job Detail

  • Job Id
    JD2604656
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Toronto, ON, CA, Canada
  • Education
    Not mentioned