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 Coordinator, 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 that projects, 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 will get to do:
Support and Calendar Management

• Lead and coordinate all administrative tasks associated with scientist(s) in their respective research and academic portfolio; support trainees and staff as needed
• Organize & coordinate meeting schedules using judgment to reschedule or book appointments according to changing priorities and proactively collecting agenda items, establishing agendas; assembling material for distribution and preparing minute templates with required follow up and/or implementation of items resulting from minutes
• Draft appropriate correspondence, reports, and presentations on behalf of scientist(s)/trainees
• Lead both onsite and online scientific events, meetings, conferences, and workshops as required; arrange travel, accommodations, itineraries, invitations, room bookings set-up, audio visual, catering, collaborate with other staff/departments/external contacts, prepare materials for event and other duties as required
• Work closely with the lab personnel, manage lab supplies procurement including ordering and vendor/purchase follow-ups
• Develop and maintain laboratory website updates to ensure efficient user experience
• Liase with Research Contracts Management Office [RCMO] and other SickKids Departments on matters as necessary
• Respond to external and internal enquiries using diplomacy and judgement

Financial Management

• Monitor and coordinate financial activities which include but are not limited to: account openings and closures, track expenses, investigate variances, reconciliations, journal entries, etc.
• Prepare monthly financial summary reports and provide recommendations as required
• Working independently with the grant accountant, participate in budget forecasting and management, year-end financial reporting to funding agencies
• Liaise with stakeholders on high level confidential projects/documents

Human Resources

• Provide exemplary support to staff by coordinating all elements of onboarding/pre-hire process/offboarding which
• Facilitate the orientation of new staff including organizing, scheduling, and managing all organization and program training
• Manage all aspects of payroll processing which will include timekeeping, etc.
• Troubleshoot and provide guidance to staff to ensure efficient processing and positive employee experience
• Provide advanced level Human Resource support on all aspects of domestic and international recruitments, contract management, benefit and payroll information, and salary adjustments; may include draft job descriptions and postings, offer letters, etc.
• Perform Timekeeping duties

Grant submission and CV maintenance

• Coordinate the preparation and submission of all research grant applications, including but not limited to equipment, institutional, studentship and postdoctoral fellowship applications adhering to agency and university policies, procedures, and deadlines (this includes researching and gathering information and preparation of appropriate curriculum vitae , Common CV, etc.)

Program Duties

• Assist Program Manager with strategic Program initiatives as needed
• Strong understanding of Program and Organization policies and procedures
• Serve as source of information for policies & procedures
• Facilitate and assist in interview, orientation, and training of new administrative staff
• Independently update Program websites
• Provide administrative and program back-up support as needed
• Coordinate floor related tasks in coordination with other administrative staff

What You Bring

• Bachelor’s Degree (with a preference in Health Sciences) and a minimum three years of progressively responsible senior level administrative experience working within an academic and/or health care setting supporting academic stakeholders at various levels
• A minimum of five (5) years of relevant strong project coordination skills/experience (preferably in a healthcare setting) is an asset
• Project Management Professional (PMP) designation or equivalent is an asset
• Advanced knowledge of Microsoft Office Products – Excel; PowerPoint; Word; Access. Additional programs such as Adobe Professional; Illustrator; Photoshop, etc. Web publishing software (CMS), etc. is preferred
• Strong financial management and accounting experience
• Strong knowledge of research funding opportunities, eligibility criteria, approaches to funding challenges, budget management, and required elements for grant applications
• Ability to problem solve and deal effectively with multiple priorities while maintaining a high degree of quality and accuracy
• Proficiency in gathering, collecting, and analyzing data; Experience utilizing data to compile reports and write documentation
• Ability to work in a fast-paced, results-oriented, dynamic environment; and work confidently under the pressure of tight deadlines
• Possess a high level of judgment, professionalism, tact, and diplomacy in interacting with a wide variety of internal and external stakeholders
• Highly proactive, persuasive, with strong interpersonal and negotiation skills
• Excellent oral, written communication and presentation skills
• Ability to work independently with a high degree of initiative, discretion, and tact; ability and willingness to work cooperatively in a team environment

Employment Type: Full-time
Travel: Limited

If the role sounds interesting and you have the skills we are looking for, we’d like to meet you!
Apply Now!

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.